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Resolution 2019-66RESOLUTION NO.2019-66 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY ADOPTING THE SEWER SYSTEM MANAGEMNT PLAN FOR THE CITY OF GILROY WHEREAS, on May 2, 2006, the State Water Resource Control Board adopted order No. 2006-003 DWQ (Statewide General Waste Discharge Requirements for Sanitary Sewers) requiring all federal, and state agencies, municipalities, counties, districts and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility in the State of California, to comply with the terms of this order to eliminate Sanitary Sewer Overflows; and WHEREAS, such order requires each municipality to prepare and implement a Sewer System Management Plan that will include provisions to provide proper and efficient management, operation, and maintenance of sanitary sewer systems, while taking into consideration risk management and health benefits. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Gilroy hereby adopts the Sewer System Management Plan attached hereto in accordance with State Water Resources Control Board Order No. 2006-0003-DWQ Statewide General Discharge Requirements for Sanitary Sewer Systems. PASSED AND ADOPTED this 7 h day of October, 2019, by the following roll call vote: AYES: COUNCILMEMBERS: BLANKLEY, BRACCO, LEROE- MUNOZ, MARQUES, TOVAR, TUCKER and VELASCO NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE APPR D: R d Velaseo, Mayor RESOLUTION NO.2019-66 I, SHAWNA FREELS, City Clerk of the City of Gilroy, do hereby certify that the attached Resolution No. 2019-66 is an original resolution, or true and correct copy of a city Resolution, duly adopted by the Council of the City of Gilroy at a regular meeting of said held on Council held on the 7`l' day of October, 2019, at which meeting a quorum was present. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Gilroy this 8t' d9of October, 2019. S$a�vna Freels, MMC City Clerk of th6(City of Gilroy (Seal) .� �. •. '•. ••• • • y ...... � . IIIIII ; • '• • � � - � • • � �� • • • • • • • O • • • � • • w • • n • 1� � . \ Legally Responsible Official Certification I certify under penalty of law that this document and all attachments were prepared under my direction or supervision in accordance with a system designed to assure that qualified personnel properly gather and evaluate the information submitted. Based on my inquiry of the person or persons who manage the system or those persons directly responsible for gathering the information, the information submitted is, to the best of my knowledge and belief, true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of fine and imprisonment for knowing violations. Girum Awoke Public Works Director Date Table of Contents 1.0 Introduction............................................................................................................................ I 1.1. Sewer System Management Plan...................................................................................... 1 1.2. Sanitary Sewer System Facilities...................................................................................... 1 1.3. Definitions, Acronyms, and Abbreviations...................................................................... 5 1.4. References....................................................................................................................... 10 ElementI: Goals........................................................................................................................ 11 I-1. SSMP Goals.................................................................................................................... I I ElementII: Organization......................................................................................................... 12 II-1. Organizational Structure................................................................................................ 12 II-2. Authorized Representatives........................................................................................... 13 II-3. Responsibility for SSMP Implementation and Maintenance ......................................... 16 II-4. SSO Reporting Chain of Communication..................................................................... 17 ElementIII: Legal Authority.................................................................................................... 19 III-1. Municipal Code............................................................................................................ 19 III-2. Agreements with Satellite Agencies............................................................................. 20 Element IV: Operations and Maintenance Program............................................................. 22 IV 1. Collection System Mapping......................................................................................... 22 IV 2. Preventive Operation and Maintenance........................................................................ 23 IV-2.1. Gravity Sewer Maintenance.................................................................. 24 IV 2.1.1. Joint Trunk Sewer Maintenance........................................................... 27 IV-2.1.2. Pipe Condition Assessment................................................................... 27 IV-2.1.3. Manhole Inspection Program................................................................ 28 IV-2.2. Pump Station......................................................................................... 29 IV-2.3. Force Mains.......................................................................................... 29 IV-2.4. Collection System Siphons................................................................... 30 IV-2.5. Root Foaming........................................................................................ 30 IV-2.6. Private Sewer Laterals.......................................................................... 30 IV-2.7. Rehabilitation and Replacement Program ............................................ 31 IV-2.8. Training.................................................................................................31 IV-2.9. Equipment and Replacement Parts ....................................................... 31 IV-2.10. Outreach to Sewer Service Contractors Working for Us ...................... 32 IV-3. References.................................................................................................................... 32 Supplement IV-1: Pump Station Condition Assessment Checklist ....................................... 33 Supplement IV-2: Gilroy Sewer Capital Improvement Program .......................................... 36 Supplement IV-3: Major System Equipment Inventory........................................................ 36 Supplement IV-4: Critical Sewer System Replacement Parts Inventory .............................. 37 Element V: Design and Performance Provisions................................................................... 39 V-1. Design Criteria for Installation, Rehabilitation and Repair ........................................... 39 V-1.1. New Pipe and Appurtenances............................................................... 39 City of Gilroy: Sewer System Management Plan, August 2019 V-1.2. Pump Station......................................................................................... 39 V-1.3. Private Sewer Systems and Private Laterals ......................................... 40 V-2. Inspection and Testing Criteria...................................................................................... 40 V-2.1. New and Rehabilitated Pump stations .................................................. 40 V-2. References..................................................................................................................... 40 Element VI: Overflow Emergency Response Plan................................................................ 41 VI-1. Purpose......................................................................................................................... 41 VI-2. Policy............................................................................................................................ 42 VI-3. Goals............................................................................................................................. 42 VI-4. Full Overflow Emergency Response Plan................................................................... 42 VI-5. Authority...................................................................................................................... 43 VI-6. References.................................................................................................................... 43 Element VII: Fats, Oils, and Grease (FOG) Control Program ............................................ 44 VII-1. Nature and Extent of FOG Problem............................................................................ 44 VII-2. Response to GWDR Requirements............................................................................. 45 Element VIII: System Evaluation and Capacity Assurance Plan ........................................ 48 VIII-1. System Evaluation - Collection System Master Plan ................................................ 48 VIII-2. Design Criteria........................................................................................................... 49 VIII-3. Capacity Enhancement Measures - Capital Improvement Program .......................... 49 VIII-4. Schedule..................................................................................................................... 49 VIII-5. References................................................................................................................. 49 Element IX: Monitoring, Measurement, and Program Modifications ................................ 50 IX-1. Performance Measures................................................................................................. 50 IX-2. Baseline Performance................................................................................................... 51 IX-3. Mains, Pump Stations, and Force Mains...................................................................... 51 IX-4. Performance Monitoring and Program Changes.......................................................... 55 IX-5. References.................................................................................................................... 55 Element X: SSMP Program Audits......................................................................................... 56 X-1. Audits............................................................................................................................. 56 X-2. SSMP Updates............................................................................................................... 57 Supplement X-1: SSMP Audit Checklist.............................................................................. 58 ElementXI: Communication Program.................................................................................... 65 XI-1. Communication during SSMP Development and Implementation .............................. 65 XI-2. Communication with Regional and Joint Wastewater Collection Systems ................. 65 Appendices.................................................................................................................................. 66 Appendix A: Sewer System Management Plan Adoption Documents ................................. 67 Appendix B: Sewer System Management Audit Reports ..................................................... 68 Appendix C: Sewer System Management Plan Change Log ............................................... 69 Appendix D: Overflow Emergency Response Plan(OERP)................................................ 70 Appendix E: Gilroy Water Quality Monitoring Plan.......................................................... 149 City of Gilroy: Sewer System Management Plan, August 2019 Table of Tables Table of Tables Intro Table 1: Gravity Sewer System Size Distribution............................................................... 2 Intro Table 2: Gravity Sewer System Materials of Construction ................................................. 3 Intro Table 3: Gravity Sewer System Inventory of Sewer Lines by Pipe Age ............................. 3 Intro Table 4: Gravity Sewer System Inventory of Siphons in System ........................................ 4 Table II —1: Responsible Officials in the Public Works Chain of Communication ................... 16 Table III — 1: Summary of Legal Authorities.............................................................................. 19 Table III — 2: City of Gilroy and City of Morgan Hill Sewer Trunk Operations and Maintenance Responsibilities...................................................................................................... 20 Table IV — 1: Routine High Priority Cleaning Lines................................................................... 24 Table IV — 2: Historical High Priority Cleaning Line Cleaning Results ..................................... 25 Table IV — 3: Historical System Wide Cleaning Results............................................................. 25 Table IV — 4: Gilroy Codes of Safe Practice Listing................................................................... 26 Table IV — 5: Pump Station Locations and Asset Information.................................................... 29 Table IV — 6: Force Main Locations and Descriptions............................................................... 30 Table VII — 1: Historical FOG -Related SSOs............................................................................. 45 Table IX — 1: Gravity Sewer, Pump Station, and Force Main SSOs by Fiscal Year .................. 51 Table IX — 2: CY SSOs by Cause............................................................................................... 52 Table IX — 3: FY Spilled Volume Totals (Volume Spilled, Portion Contained, and Volume to Surface Waters).......................................................................................................... 53 City of Gilroy: Sewer System Management Plan, August 2019 page iii Table of Figures Table of Figures Intro Figure 1: Gilroy Sewer System Map.................................................................................... 2 Figure II — 1: Gilroy Public Works Department Organization Chart .......................................... 13 Figure II — 2: Overview of Sewer Overflow Response................................................................ 18 Figure IV — 1: Gilroy Engineering and Operations Department Organization Chart .................. 23 Figure IV — 2: Sewer Maintenance Zones Reference Guide ....................................................... 24 Figure IV — 3: Standard Measures of Observed Results for Collection System Line Cleaning....................................................................................................................................... 26 Figure IV — 4: CCTV Return Frequency Flow Chart .................................................................. 28 Figure IX — 1: Trend in all SSOs per Fiscal Year....................................................................... 52 Figure IX — 2: Trend in SSOs by Cause..................................................................................... 53 Figure IX — 3: Total Spill Volume / Calendar Year, Gallons ...................................................... 54 Figure IX — 4: Comparison of SSO Rate per 100 Miles of Sewers ............................................. 54 City of Gilroy: Sewer System Management Plan, August 2019 page iv Introduction 1.0 Introduction 1.1. Sewer System Management Plan This Sewer System Management Plan (SSMP) has been prepared by the Public Works Department of the City of Gilroy with the assistance of Causey Consulting, Walnut Creek, CA. It is a compendium of the policies, procedures, and activities that are included in the planning, management, operation, and maintenance of the City's sanitary sewer system. The State Water Resources Control Board (SWRCB) has issued statewide waste discharge requirements for sanitary sewer systems, which include requirements for development of an SSMP. The State Water Board requirements are outlined in Order No. 2006-0003-DWQ, Statewide General Waste Discharge Requirements for Sanitary Sewer Systems, dated May 2, 2006 (GWDR), and Order No. WQ-2008-0002-EXEC, dated February 20, 2008, which was amended by Order No. 2013-0058-EXEC, effective September 9, 2013, which changed the Monitoring and Reporting Program (MRP). This SSMP is intended to update the City's 2011 SSMP, in compliance with the GWDR and MRP revised requirements. In addition, the City's collection system is also named and regulated through the South County Regional Wastewater Authority (SCWRA) National Pollution Discharge Elimination System (NPDES) Permit No. CA0049664, Order Number R3-2017-0028. The structure (section numbering and nomenclature) of this SSMP follows the above referenced GWDR Section D13. This SSMP is organized by the SWRCB outline of elements; and contains language taken from the GWDR at that beginning of each element. The GWDR uses the term "Enrollee" to mean each individual municipal wastewater collection system that has completed and submitted the required application for coverage under the WDR (in this case, the Enrollee is the City of Gilroy. The City's Waste Discharger Identification number (WDID) in the California Integrated Water Quality System (CIWQS) is 3SSO10340, 1.2. Sanitary Sewer System Facilities The City operates a sanitary sewer system that serves a population of approximately 55,936 in a 16.56 square mile service area. The sewer system serves 13,342 residential connections 835 commercial/industrial and 24 institutional customers ( Total 14,2011). The sewer system consists of 163.13 miles of gravity sewers (approximately 4,410 line segments), 4,026 manholes, 0.16 miles of force mains, and 1 pump station. The sewer lines range in size from three (3) inches to forty-eight (48) inches in diameter and the piping system includes Twelve (12) siphons with a total length of 0.33 miles of siphons in the gravity system. The property owner is fully responsible for installation, maintenance and repair of the private sewer lateral(s). Intro Figure 1 contains an overview map of the City's sanitary sewer service area. 1 City of Gilroy Year Ended June 30, 2018, Comprehensive Annual Financial Report City of Gilroy: Sewer System Management Plan, August 2019 page I Introduction Intro Figure 2 contains an overview map of the City's Regional Board Reporting Areas. Intro Table 1 and provide the composition of the gravity sewer piping by size and material of construction. Intro Table 3 provides the installation age distribution of the City's collection system. Intro Table 4 provides the system information of all siphons in the collection system. Intro Figure 1: Gilroy Sewer System Map Gco.,nty so.,naary OCities Vrban Service Areas vCities spheres oT Influence Pnonty Oevelopm Qnt Anaas city of Gilroy .rra 0 Ref.• LAFCO Final Service Review December 2015 Intro Table 1: Gravity Sewer System Size Distribution 6 662 132,755 15.46 8 2,455 441,557 51.42 9 177 31,913 3.72 10 404 81,452 9.49 12 249 55,765 6.49 14 3 327 0.04 City of Gilroy: Sewer System Management Plan, August 2019 page 2 Introduction 18 179 41,582 4.84 24 60 16,343 1.90 27 44 12,429 1.45 30 9 2,559 0.30 33 61 22,476 2.62 48 5 375 0.04 Total 4,398 858,767 100.00 Total, miles 163.13 Source: City Staff Infrastructure Spreadsheet April 2019 Intro Table 2: Gravity Sewer System Materials of Construction PVC 709 95,667 11.14 RCP 4 675 0.08 ACP 5 1,065 0.12 DIP 58 10,656 1.24 Total 4,398 858,767 100.00 Total, Miles 163.13 Source: City Staff Infrastructure Spreadsheet April 2019 Intro Table 3: Gravity Sewer System Inventory of Sewer Lines by Pipe Age 16 - 35 1980 -1999 221,519 41.95 25.79 36 - 55 1960 -1979 125,280 23.73 23.73 56 - 75 1940 -1959 17,103 3.24 3.24 76 - 95 1920 -1939 0 0 0 95 -115 1900 -1919 0 0 0 >115 Before 1900 0 0 0 Unknown 308,561 58.44 58.44 City of Gilroy: Sewer System Management Plan, August 2019 page 3 Introduction Source: City StafflnfrastructureSpreadsheet April 2019 Intro Table 4: Gravity Sewer System Inventory of Siphons in System 1 Santa Teresa Blvd Longmeadow Dr 75 150 10 Double VCP (Bridge) 2 Wren Ave Uvas Park Dr 432 432 18 Single VCP 3 Luchessa Ave Bride (Bridge) Next to Levee trail / 340 680 12 Double N/A driveway NE side 4 Princevalle Channel Princevalle St MH S bank 40 80 8 Double VCP to Johnson 5 Princevalle Channel Monterey Rd S. bank, MH 50 100 6 Double VCP 315; frin 6 Princevalle Channel Auto Mall Prkwy, next to 30 60 10 Double N/A 6475 old Granite Rock 7 Church St (Bridge) Woodworth Way 140 280 18 Double VCP 8 Welburn Ave (Bridge) 8383 Church (Village Car 85 170 10 Double VCP Wash) 9 IOOF Ave (Bridge) East of bridge 95 190 10 Double VCP 10 Murray Ave (Bridge) East end of bridge by 120 240 15 Double VCP Lincoln Court 11 Forest St (Bridge) Fortunata Place 75 150 10 Double VCP 12 Rogers Lane (Miller Below 6th St (overpass) on 45 90 27 Double VCP Slough) N. Side 13 Gilroy Gardens East bank of Uvas Creek 400 1200 618 Triple VCP gravel road and 10 Total Monthly Footage 3822 Total Monthly Miles 0.72 Total Annual Footage 45,864 Total Annual Miles 8.69 Source: June 24, 2019 Email from Bumanglag City of Gilroy: Sewer System Management Plan, August 2019 page 4 Introduction 1.3. Definitions, Acronyms, and Abbreviations Asbestos Cement Pipe (ACP) Best Management Practices (BMP): Refers to the procedures employed in commercial kitchens to minimize the quantity of grease that is discharged to the sanitary sewer system. Examples include scraping food scraps into a garbage can and dry wiping dishes and utensils prior to washing. Calendar Year (CY) California Integrated Water Quality System (CIWQS): Refers to the State Water Resources Control Board online electronic reporting system that is used to report SSOs, certify completion of the SSMP, and provide information on the sanitary sewer system. Capital Improvement Plan (CIP): Refers to the document that identifies future capital improvements to the City's sanitary sewer system. Cast Iron Pipe (CIP) Central Coast Regional Water Quality Control Board (CCRWQCB) — see RWQCB below City: Refers to the City of Gilroy. Closed Circuit Television (CCTV): Refers to the process and equipment that is used to internally inspect the condition of gravity sewers. Code of Safe Practice (COSP) Computerized Maintenance Management System (CMMS): Refers to the computerized maintenance management system that is used by the City to plan, dispatch, and record the work on its sanitary sewer system. CityWorks is the propriety software the City uses for workflow management. Division of Water Quality (DWQ): Refers to the State of California Division of Water Quality of the State Water Resources Control Board. Fats, Oils, and Grease (FOG): Refers to fats, oils, and grease typically associated with food preparation and cooking activities that can cause blockages in the sanitary sewer system. First Responder: Refers to the field crew or the On -Call personnel that are the City's initial response to an SSO event or other sewer system emergency. Fiscal Year (FY): Means a 12-month periods beginning July 1st and ending June 30th. Food Service Establishment (FSE): Refers to commercial or industrial facilities where food is handled/prepared/served that discharge to the sanitary sewer system. City of Gilroy: Sewer System Management Plan, August 2019 page 5 Introduction General Waste Discharge Requirements (GWDR): Refers to the State Water Resources Control Board Order No. 2006-0003, Statewide General Waste Discharge Requirements for Sanitary Sewer Systems, dated 5/2/2006. Geographical Information System (GIS): Refers to the City's system that it uses to capture, store, analyze, and manage geospatial data associated with the City's sanitary sewer system assets. Global Positioning System (GPS): Refers to a field device it that is recommended to determine the longitude and latitude of sanitary sewer overflows for use in meeting CIWQS reporting requirements. Grease Removal Device (GRD): Refers to grease traps and grease interceptors that are installed to remove FOG from the wastewater flow at food service establishments. Infiltration/Inflow (I/I): Refers to water that enters the sanitary sewer system from storm water and groundwater. • Infiltration enters through defects in the sanitary sewer system after flowing through soil. • Inflow enters the sanitary sewer without flowing through soil. Typical points of inflow are holes in manhole lids and direct connections to the sanitary sewer (e.g. storm drains, area drains, and roof leaders). Joint Powers Agreement (JPA) Lateral — See Private Sewer Lateral Legally Responsible Official (LRO): Person(s) designated by the City of Gilroy to be responsible for formal reporting and certifying of all reports submitted to the CIWQS. Manhole (MH): Refers to an engineered structure that is intended to provide access to a sanitary sewer for maintenance and inspection. Manhole Assessment and Certification Program (MACP): Program for the coding of defects in manholes and sewer system appurtenances. Mainline Sewer: Refers to City publicly owned wastewater collection system piping that is not a private lateral connection to a user. Monitoring, Measurement, and Plan Modifications (MMPM), SSMP Element IX Monitoring and Reporting Program (MRP): State Water Resources Control Board WQ 2013-0058-EXEC effective September 9, 2013. Gilroy Municipal Code (GMC) National Association of Sewer Service Companies (NASSCO) National Pollution Discharge Elimination System Permit (NPDES) City of Gilroy: Sewer System Management Plan, August 2019 page 6 Introduction Notification of an SSO: Refers to the time at which the City becomes aware of an SSO event through observation or notification by the public or other source. Nuisance: California Water Code section 13050, subdivision (m), defines nuisance as anything that meets all the following requirements: a. Is injurious to health, or is indecent or offensive to the senses, or an obstruction to the free use of property, so as to interfere with the comfortable enjoyment of life or property. b. Affects at the same time an entire community or neighborhood, or any considerable number of persons, although the extent of the annoyance or damage inflicted upon individuals may be unequal. c. Occurs during, or as a result of, the treatment or disposal of wastes. Office of Emergency Services (OES): Refers to the California State Office of Emergency Services. Operations and Maintenance (O&M) Overflow Emergency Response Plan (OERP) Pipeline Assessment and Certification Program (PACP): Refers to the NASSCO certification program that is used for the evaluation and condition assessment of sewer lines and appurtenances from closed circuit televising of the lines and appurtenances. Polyvinylchloride Pipe (PVC) Preventive Maintenance (PM): Refers to maintenance activities intended to prevent failures of the sanitary sewer system facilities (e.g. cleaning, CCTV, repair, etc.). Private Sewer Lateral (PSL): The sewer pipeline from the plumbing of a building to a collection line, including portions that extend across public rights -of -way and the saddle, wye or other physical connection to the collection line. Private sewer laterals are privately owned and maintained. Private Lateral Sewage Discharges (PLSD): Sewage discharges that are caused by blockages or other problems within a privately -owned sewer service lateral. Property Damage Overflow: Refers to a sewer overflow or backup that damages a private property owner's premises. Public Works (PW) Pump Station (PS): A facility that transmits and pumps sewage into the City gravity sanitary sewer collection system. Regional Water Quality Control Board (CCRWQCB): Refers to the Central Coast Regional Water Quality Control Board. City of Gilroy: Sewer System Management Plan, August 2019 page 7 Introduction Reinforced Concrete Pipe (RCP) Sanitary Sewer Backup (Backup): A wastewater backup into a building and/or on private property caused by blockages or flow conditions within the publicly owned portion of a sanitary sewer system. Sanitary Sewer Overflows (SSO): Any overflow, spill, release, discharge or diversion of untreated or partially treated wastewater from a sanitary sewer system. SSOs include: (i) Overflows or releases of untreated or partially treated wastewater that reach waters of the United States; (ii) Overflows or releases of untreated or partially treated wastewater that do not reach waters of the United States; and (iii) Wastewater backups into buildings and on private property that are caused by blockages or flow conditions within the publicly owned portion of a sanitary sewer system. SSOs that include multiple appearance points resulting from a single cause will be considered one SSO for documentation and reporting purposes in CIWQS. NOTE: Wastewater backups into buildings caused by a blockage or other malfunction of a private sewer lateral are not SSOs. SSO Categories: Cate2ory 1: Discharge of untreated or partially treated wastewater of any volume resulting from a sanitary sewer system failure or flow condition that either: • Reaches surface water and/or drainage channel tributary to a surface water; or • Reached a Municipal Separate Storm Sewer System (MS4) and was not fully captured and returned to the sanitary sewer system or otherwise captured and disposed of properly. Cate2ory 2: Discharge of untreated or partially treated wastewater greater than or equal to 1,000 gallons resulting from a sanitary sewer system failure or flow condition that either: • Does not reach surface water, a drainage channel, or an MS4, or • The entire SSO discharged to the storm drain system was fully recovered and disposed of properly. Cate2ory 3: All other discharges of untreated or partially treated wastewater resulting from a sanitary sewer system failure or flow condition. Sanitary Sewer System or Sewer System: Refers to the sanitary sewer facilities that are owned and operated by the City of Gilroy. City of Gilroy: Sewer System Management Plan, August 2019 page 8 Introduction Sensitive Areas: Refers to areas where an SSO could result in a fish kill or pose an imminent or substantial danger to human health. Sewer Service Lateral: Refers to the piping that conveys sewage from the building to the sanitary sewer system Sewer System Management Plan (SSMP) Sewer System Master Plan (SMP) Sewer Zone (SZ) South County Regional Wastewater Authority (SCRWA): Refers to the joint powers agreement between the Cities of Morgan Hill Gilroy and Gilroy for the construction, operation, maintenance and renewal of wastewater treatment facilities for all wastewater collection from the Morgan Hill and Gilroy collection systems. Standard Operating Procedures (SOP): Refers to written procedures that pertain to specific activities employed in the operation and maintenance of the Sanitary Sewer System. Standard Specifications: Refers to the latest edition of the City of Gilroy Design Standards and Standard Details for Construction. State Water Resources Control Board (SWRCB): Refers to the California Environmental Protection Agency, State Water Resources Control Board. Note: The State Board is a separate entity from the Central Coast or the San Francisco Regional Water Quality Control Board(s), although the agencies are closely connected. Supervisory Control and Data Acquisition (SCADA): Refers to the system that is employed by the City to monitor the performance of its pump stations and to notify the operating staff when there is an alarm condition that requires attention. System Evaluation and Capacity Assurance Plan (SECAP) SSMP Element VIII Underground Services Alert (USA) Untreated or Partially Treated Wastewater: Any volume of waste discharged from the sanitary sewer system upstream of a wastewater treatment plant headworks. Vitrified Clay Pipe (VCP) Waste Discharge Identification Number (WDID): A unique Gilroy identification number for the certification and reporting of collection system related actions and overflows in the CIWQS System. The Gilroy WDID is 3SS010340 Water Body: Any stream, creek, river, pond, impoundment, lagoon, wetland, or bay. Water of the State: Refers to "any surface water or groundwater, including saline waters, within the boundaries of the state." (California Water Code § 13050(e)). Water Quality Monitoring Plan (WQMP) City of Gilroy: Sewer System Management Plan, August 2019 page 9 Introduction Work Order (WO): Refers to a document (paper or electronic) that is used to assign work and to record the results of the work. 1.4. References • State Water Resources Control Board Order No. 2006-0003, Statewide General Waste Discharge Requirements for Sanitary Sewer Systems, California State Water Resources Control Board, May 2, 2006. • State of California Water Resources Control Board Order No. WQ-2008-0002- EXEC, Adopting Amended Monitoring and Reporting Requirements for Statewide General Waste Discharge Requirements for Sanitary Sewer Systems dated February 20, 2008 • State Water Resources Control Board Order No. Order No. 2013-0058-EXEC, Amending Monitoring and Reporting Program for Statewide General Waste Discharge Requirements for Sanitary Sewer Systems, September 9, 2013. • South County Regional Wastewater Authority (SCWRA) National Pollution Discharge Elimination System (NPDES) Permit No. CA0049664, Order Number R3-2017-0028 City of Gilroy: Sewer System Management Plan, August 2019 page 10 Element I: Goals Element I: Goals Goal: The goal of the SSMP is to provide a plan and schedule to properly manage, operate, and maintain all parts of the sanitary sewer system. This will help reduce and prevent SSOs, as well as mitigate any SSOs that do occur. 1-1. SSMP Goals The goals of the City of Gilroy SSMP are: 1. Properly manage, operate, and maintain all portions of the wastewater collection system. 2. Respond to sanitary sewer overflows quickly and mitigate the impacts of the overflow to public health and safety, and the environment. 3. Cost effectively minimize infiltration/ inflow (I/I) and provide adequate capacity to convey the peak wastewater flows. 4. Provide regular training for City staff and contractors in collection system maintenance, operations and emergency response. 5. To meet all applicable regulatory notification and reporting requirements. 6. Identify, prioritize and continuously renew and replace sewer collection system assets to maintain reliability. 7. Adhere to the components of the SSMP. City of Gilroy: Sewer System Management Plan, August 2019 page 11 Element II: Organization Element II: Organization Organization: The SSMP must identify: (a) The name of the responsible or authorized representative as described in Section J of this Order. (b) The names and telephone numbers for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP program. The SSMP must identify lines of authority through an organization chart or similar document with a narrative explanation; and (c) The chain of communication for reporting SSOs, from receipt of a complaint or other information, including the person responsible for reporting SSOs to the State and Regional Water Board and other agencies if applicable (such as County Health Officer, County Environmental Health Agency, Regional Water Board, and/or State Office of Emergency Services (OES)). II-1. Organizational Structure The sanitary sewer collection system is operated and maintained by the Operations Division of the Public Works Department with the direct assistance of the Engineering Division for long range planning and capital program management. In addition, is also supported by City Risk Management, Building Division and Environmental Services Division. Finally, the SCRWA provides the City with the FOG control program for food services establishments. The organization chart for the management, operation, and maintenance of the City's wastewater collection system is shown on the next page. City of Gilroy: Sewer System Management Plan, August 2019 page 12 Element II: Organization Figure II —1: Gilroy Public Works Department Organization Chart fMAN0.GEMENTASSMANT Ill OFFICE ASSISTANT (PT) PUBLIC WORKS DEPARTMENT PUBLIC WORKS DIRECTOR Girum Al^:oke MANAGEMENT ANALYST l � \1 SCRWA OPERATIONS DIVISON WASTE WATER TREATMENT CITY ENGINEERITRAFFIC DEPUTY DIRECTOR 8 RECYCLED WATER ENGINEER ENVIRONMENTAL I \ PROGRAMS MANAGER If WWIP OPERAT00. (]ACO65} / \ Ill 111 SEWERSECTION OPERATIONSSUPERVISOIE 2 SR, MNNTENRVCE WORKER 4 MNNIEWINCE WORKER II MNNTENNNCE WORKER I (R 0 MARTIEN EMMERA (2 PT) ROOTCONTROLIWNT OEWW TRAMOR (WHEN[ II-2. Authorized Representatives CAPITAL P0.COECTN SEIIIOR--NEER 2 ENGINEER VE OFFICE 0.55ISTANi [PT} The City's Legally Responsible Official(s) (LRO) for wastewater collection system matters are identified below along with their roles and responsibilities for the collection system operations. They are the City's legally responsible officials who are authorized to certify electronic spill reports and other required reports and submittals to the SWRCB, the RWQCB, the Office of Emergency Services (OES) and/or the CIWQS System. Public Works Director — (LRO) Under direct supervision of the City Administrator, organizes and administers the operations of the Public Works Department; directs the activities of the Engineering Division (capital improvement, development, environmental, traffic/transportation) and Operations Division (parks & landscape; water; streets/waste water/trees; facilities; and fleet). Deputy Director of Public Works — Operations Division (LRO) — Under direct supervision of the Public Works Director, administer, plan, direct the varied operations within the Operations Division of the Public Works Department to include Facilities, Fleet, Parks & Landscape, Streets/Wastewater/Trees, and Water. Provide high level and complex staff assistance to the Public Works Director. Is responsible for establishing and maintaining safe work practices for all areas of Operations and ensure compliance with all safety, environmental, and OSHA related laws and regulations. Provide leadership, training, and mentoring to Section heads and ensure that each Section of Operations is meeting established goals, objectives, work plans, and deadlines. City of Gilroy: Sewer System Management Plan, August 2019 page 13 Element II: Organization Operations Supervisor — Streets, Sewer and Forestry Section— (DS) - Under the general supervision of the Deputy Public Works Director - Operations, plan and coordinate the activities of the section including repair and maintenance of streets, sidewalks, traffic signs and markings, street sweeping, graffiti abatement, and storm drains, including inventory, maintenance, and replacement and flood control and waste water collection systems, and street trees; supervise personnel engaged in maintenance and installation of the waste water collection system, as well as street and street tree maintenance. Also, operate and maintain equipment related to street, wastewater and tree maintenance programs. City Engineer/Traffic Engineer — Under general administrative direction of the Public Works Director, plan and supervise the activities of the Engineering Division. Oversee traffic engineering activities including conducting traffic engineering and transportation planning studies and preparing traffic construction plans. Oversee development review, improvement plan and final map process including preparation of property/subdivision improvement agreements. Coordinate assigned activities and programs with other divisions, departments, and outside agencies. Provide complex technical and administrative support to the Public Works Director. This position directs management and supervisory responsibilities for the Engineering Division and assigned personnel. May act in the absence of or at the discretion of the Public Works Director as directed/authorized. Senior Maintenance Worker (DS) — Under direct supervision of the Operations Services Supervisor, perform and supervise maintenance work related to streets, wastewater, and trees section as assigned. Act for the supervisor in his/her absence or at his/her direction. Maintenance Worker II — Under direct supervision of the Operations Services Supervisor and/or the Senior Maintenance Worker, perform work in one of the three following sections as assigned: Parks and Landscape, Water, Streets/Sewers/Trees. Employees in this job classification may rotate/transfer between the sections noted above as determined by the City and will be required to fully meet the job requirements, including the obtaining of certifications, when assigned to a specific section for an extended period of time. Maintenance Worker I — Under direct supervision of the Senior Maintenance Worker, perform work in one of the three following sections as assigned: Parks and Landscape, Water, Streets/Sewers/Trees. Employees in this job classification may rotate/transfer between the sections noted above as determined by the City and will be required to fully meet the job requirements, including the obtaining of certifications, when assigned to a specific section for an extended period of time. Maintenance Worker Assistant — Under direct supervision of a Senior Maintenance Worker and under the guidance of a Maintenance Worker I/II, perform work in one of the three following sections as assigned: Parks and Landscape, Water, Streets/Sewers/Trees. Employees in this job classification may rotate/transfer between the sections noted above as determined by the City. Employees in this job classification are in a learning mode and initially will receive a lot of direct supervision. As the employee learns the job, less direct supervision may be required. City of Gilroy: Sewer System Management Plan, August 2019 page 14 Element II: Organization Management Analyst — This is a journey -level, exempt position in which the incumbent works independently, or as part of a team, on professional level work involving significant analytical ability. Under general supervision of the Director of Public Works, perform a variety of budget, project and program management, administrative, and research work. May develop and evaluate management projects and policy issues. May be assigned to supervise full-time and part-time employees as well as volunteers. May rotate amongst different Management Analyst positions in different departments as needed by the organization. Senior Civil Engineer — Under the general supervision of the City Engineer or Public Works Director, heads a section of the Engineering Division and/or directs and manages varied operations within the Engineering Division; supervises assigned employees; directs and performs complex, professional -level field and office engineering activities involving the design, development and construction of a variety of public works and transportation projects, private development review, and General Plan and Master Plan updates. Depending upon assigned responsibilities, employees in this job classification may be authorized to utilize one of the following working job titles: Development Engineer, Capital Projects Engineer, or Transportation Engineer. Engineer I/II — Under direct supervision of the Senior Civil Engineer, perform professional or sub -professional engineering work in the field and office involving the design, investigation, development and construction of a wide variety of public works facilities. Office Assistant — Under direct supervision of the assigned department secretary and/or Department Head, perform clerical work according to specific routines. Office Assistant — Under supervision performs a variety of routine to difficult clerical support to the Operations Division which may include receptionist duties, typing, word processing, recordkeeping and filing. Reports to the Deputy Director of Operations. Pretreatment Program Manager SCRWA — Responsible through the authority in the Joint Powers Agreement with the City of Gilroy for the education, operations, management and enforcement of the City fats, oils and grease (FOG) programs to protect the collection system from the discharge of FOG that could result in sanitary sewer overflows (SSO) and will help reduce operations and maintenance costs. Reports to City of Gilroy Administrator/SCRWA General Manager. Contracted Service Providers — The City relies on outside contractors and sister agencies to provide some sanitary sewer system operations and maintenance. These services include CCTV and condition assessment and operations, maintenance and condition assessment of the Gavilan Pump Station and force main owned by the City of Gilroy. In addition, the SCRWA provides pretreatment permitting and FOG control activities for the City of Gilroy and Morgan Hill. The City also contracts annually for root control maintenance services. City of Gilroy: Sewer System Management Plan, August 2019 page 15 Element II: Organization II-3. Responsibility for SSMP Implementation and Maintenance The Deputy Public Works Director - Operations shall have the overall responsibility for, implementing, periodically auditing, and maintaining the City's SSMP. He/she may delegate these responsibilities to his/her staff. Other City Staff responsible for developing, implementing, and maintaining specific elements of the City's SSMP, along with their job titles and contact information, are shown in Table II — 1 below. Table II —1: Responsible Officials in the Public Works Chain of Communication Introduction 1 Goals 2 Organization 3 4 5 Legal Authority 0 & M Program; Appendices IV-1 to IV-5 Design and Performance Provisions 6 OERP 7 0 Fats, Oils and Grease (FOG) Control Program System Evaluation and Capacity Assurance Plan Deputy Director of Public Works - Operations Deputy Director of Public Works - Operations Deputy Director of Public Works - Operations Works Director of Public Works Operations Supervisor Streets, Sewer & Forestry 408-846-0275 408-846-0275 408-846-0275 408-846-0260 408-846-0281 City Engineer 408-846-0277 Operations Supervisor Streets, Sewer & Forestry Deputy Fire Marshall Deputy Director of Public Works - Operations 408-846-0281 408-846-0436 408-846-0275 damian.skinner@cityofgilroy.org damian.skinner@cityofgilroy.org damian.skinner@cityofgilroy.org Girum,awoke@cityofgilroy.org bill.avila@cityofgilroy.org Gary.heap@cityofgilroy.org bill.avila@cityofgilroy.org Jonathon.crick@cityofgilroy.org damian.skinner@cityofgilroy.org City of Gilroy: Sewer System Management Plan, August 2019 page 16 Element II: Organization Monitoring, Deputy Director of 9 Measurement and Program Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Modifications Operations Deputy Director of 10 Program Audits Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Operations Communications Community 11 Program Engagement 408-846-0443 Rachelle.bedell@cityofgilroy.org Coordinator SSMP Council Deputy Director of App A Adoption Documents Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Operations Deputy Director of App B SSMP Audit Reports Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Operations SSMP Audit Deputy Director of App C Checklist Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Operations Deputy Director of App D SSMP Change Log Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Operations Operations App E Overflow Emergency Supervisor 408-846-0281 bill.avila@cityofgilroy.org Response Plan Streets, Sewer & Forestry Water Quality Deputy Director of App F Monitoring Plan Public Works - 408-846-0275 damian.skinner@cityofgilroy.org Operations II-4. SSO Reporting Chain of Communication The SSO Reporting Chain of Communications follows the Organization Chart shown above in Figure II — 1: Gilroy Public Works Department Organization Chart. The SSO Reporting process and responsibilities are described in summary in the Overflow Emergency Response Plan in Element VI and in the full OERP in Appendix E. The Overview of Sewer Overflow Response is shown below. City of Gilroy: Sewer System Management Plan, August 2019 page 17 Element II: Organization Figure II — 2: Overview of Sewer Overflow Response Business Hours (408) 846-0460 Recreation Services receives the call, gathers caller's name, address, phone number, and nature of the complaint. Forwards request to: Forwards to Streets, Wastewater and Trees Section Non -Business Hours Callers are directed to call Non - Emergency Communications Dispatch at (408) 846-0350 Forwards call to Standby Employee 1. Contact customer reporting the problem. 2. Gather caller's name, address of the problem and call back number. Is the overflow/backup in the service area? NO YES 1 OUTSIDE Is the spill inside a building or outside? INSIDE WHAT TO TELL THE CUSTOMER (See Field Guide for tips) • Clearly communicate who will respond, estimated time they will arrive and what area(s) will need to be accessed. • Clearly communicate that a blockage in the sewer main line will be promptly cleared, but that the City is not allowed to work on a blockage in the property owner's/resident's service lateral line. Use general terms that the caller can understand, and give the caller your name for future reference. • Show concern and empathy for the property owner/resident, but do not admit or deny liability. • Instruct the caller to turn off any appliances that use water and to shut off any faucets inside the home. • Instruct the caller to keep all family members and pets away from the affected area. • Instruct the caller to place towels, rags, blankets, etc. between areas that have been affected and areas that have not been affected. • Instruct the caller to not remove any contaminated items — let the professionals do this. • Instruct the caller to turn off their HVAC system. • Instruct the caller to move any uncontaminated property away from impacted areas. City of Gilroy: Sewer System Management Plan, August 2019 Element III.• Legal Authority Element III: Legal Authority Legal Authority: Each Enrollee must demonstrate, through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, that it possesses the necessary legal authority to: a. Prevent illicit discharges into its sanitary sewer system (examples may include I/I, stormwater, chemical dumping, unauthorized debris and cut roots, etc.); b. Require that sewers and connections be properly designed and constructed; c. Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or maintained by the Public Agency; d. Limit the discharge of fats, oils, and grease and other debris that may cause blockages, and e. Enforce any violation of its sewer ordinances. III-1. Municipal Code The Gilroy Municipal Code (GMC) describes the City's current legal authority required for compliance with the GWDR. That authority is specifically contained within Chapter 9 Sewers and Sewage Disposal of the Municipal Code and minimally in other Municipal Code Titles that are summarized in Table III — 1 below. In addition, all FOG related authorities are included in the SCRWA Pretreatment and Sewer Use Ordinance #93-1. Table III —1: Summary of Legal Authorities Prevent illicit discharges into the wastewater collection system Limit the discharge of fats, oils, and grease and other debris that may cause blockages Require that sewers and connections be properly designed and constructed Require proper installation, testing, and inspection of new and rehabilitated sewers Clearly define City responsibility and policies Control infiltration and inflow (Ill) from private service laterals GMC Article VII Sectionsl9.100; .102 SCRWA Sec 1 GMC 19.8 to .10 GMC 19.1020) and (k) SCRWA Sec 2 GMC 19.61 and .62 GMC GMC 19.60 to .62 GMC City Design and Construction Standards GMC 19.96 GMC 19.100 City of Gilroy: Sewer System Management Plan, August 2019 page 19 Element III.• Legal Authority Requirements to install grease removal devices (such as traps or GMC 6.1(e) interceptors), design standards for the grease removal devices, GMC 6.15 and .16 maintenance requirements, BMP requirements, record keeping and G M C 19.6.6(5) reporting requirements GMC 19.103 Authority to inspect grease producing facilities SCRWA Sec 2 SCRWA Sec 4 Enforce any violation of its sewer ordinances GMC 19.19 SCRWA Sec 1 and 3 III-2. Agreements with Satellite Agencies The City entered into a Joint Powers Agreement (JPA) with the City of Morgan Hill in 1979 that formed the South County Regional Wastewater Authority (SCRWA) for the purposes of transport and treatment of sewage from the Morgan Hill and the Gilroy service areas. The treatment plant is operated by the City of Gilroy that provides both pretreatment and FOG program services to Gilroy pursuant to the SCRWA NPDES Permit CA0049664 Section C6b. The JPA includes the construction, operation and maintenance of a seven (7) mile joint trunk sewer system that transports sewage from both Cities to the treatment facility. The City shares the operations and maintenance responsibilities for the trunk sewer according to assigned capacity ratio which is defined in the JPA and summarized in Table III-2 on the next page. Table III — 2: City of Gilroy and City of Morgan Hill Sewer Trunk Operations and Maintenance Responsibilities R 2-3 5.5 4 73 1.5 27 R 3-4 5.5 4 73 1.5 27 R 4-5 5.7 4 70 1.7 30 R 5-6 6.6 4 61 2.6 39 R 6-7 8.7 4 46 4.7 54 R 7-8 7.0 4 57 3.0 43 R 8-9 8.5 4 47 4.5 53 R 9-10 10.3 4 39 6.3 61 R 10-11 11.5 4 35 7.5 65 City of Gilroy: Sewer System Management Plan, August 2019 page 20 Element III.• Legal Authority City of Gilroy: Sewer System Management Plan, August 2019 page 21 Element IV: Operations and Maintenance Program Element IV: Operations and Maintenance Program Operation and Maintenance Program. The SSMP must include those elements listed below that are appropriate and applicable to the Enrollee's system: a. Maintain an up-to-date map of the sanitary sewer system, showing all gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities; b. Describe routine preventive operation and maintenance activities by staff and contractors, including a system for scheduling regular maintenance and cleaning of the sanitary sewer system with more frequent cleaning and maintenance targeted at known problem areas. The Preventative Maintenance (PM) program should have a system to document scheduled and conducted activities, such as work orders; c. Develop a rehabilitation and replacement plan to identify and prioritize system deficiencies and implement short-term and long- term rehabilitation actions to address each deficiency. The program should include regular visual and TV inspections of manholes and sewer pipes, and a system for ranking the condition of sewer pipes and scheduling rehabilitation. Rehabilitation and replacement should focus on sewer pipes that are at risk of collapse or prone to more frequent blockages due to pipe defects. Finally, the rehabilitation and replacement plan should include a capital improvement plan that addresses proper management and protection of the infrastructure assets. The plan shall include a time schedule for implementing the short- and long-term plans plus a schedule for developing the funds needed for the capital improvement plan; d. Provide training on a regular basis for staff in sanitary sewer system operations and maintenance, and require contractors to be appropriately trained; and e. Provide equipment and replacement part inventories, including identification of critical replacement parts. IV 1. Collection System Mapping The City has a Geographic Information System (GIS) that includes the information for its wastewater collection system assets including all gravity lines and manholes, pump stations, pressure pipe, siphons and other appurtenances. The GIS maps include basic asset information of size, materialand flow direction; specific asset identification numbers for each asset and operational elevations and GPS coordinates. The City has in the past, maintained an EXCEL database of all sewer system assets that is being migrated to a new CityWorks flow City of Gilroy: Sewer System Management Plan, August 2019 page 22 Element IV.- Operations and Maintenance Program management system. The current GIS mapping system includes the majority of the storm water pipe systems. An Engineering Technician on an as needed basis maintains the current sewer maps. These maps are available to the field crews during the course of their work in the field vehicles. The base sewer system maps are in need of further repair and conformation which will be completed as part of the migration to the new asset management and work order system CityWorks for both the sanitary sewer and the storm systems. IV 2. Preventive Operation and Maintenance The elements of the City's sewer system O&M program include: • Proactive, preventive, and corrective maintenance of gravity sewers; • Ongoing CCTV inspection program to determine the condition of the gravity sewers; • Periodic inspection and preventive maintenance for the pump station and force main by SCRWA; • Rehabilitation and replacement of sewers that are in poor condition; and • Proper training for City employees and contractors to assure proper operations and maintenance of the collection system facilities. The City's Engineering and Operations Divisions of the Public Works Department identified below in Figure IV-1 Organization Chart are responsible for the normal maintenance and operations of the City's sanitary sewer collection system and the proper planning and capital improvement programming of these systems. Figure IV —1: Gilroy Engineering and Operations Department Organization Chart PUBLIC WORKS DEPARTMENT PUBLIC WORKS DIRECTOR Gi— Awoke SCRWA OPERATIONS DIVESON WASTE WATER TREATMENT S RECYCLED WATER DEPUTY DIRECTOR ENVIRONMENTAL PROGRAMS MANAGER nwxacEnExr wssysrwxr I j wwxvorexwroxcacaav� Il �xsH...ox arE.wnore svrEm�ax � x (sxtTj MCE wawxEawnsr a Pn laoor raw=RJMK rt cox -I CITY ENGINEER/TRAFFIC ENGINEER oFF.oE�s.srAw.�m� 1 City of Gilroy: Sewer System Management Plan, August 2019 Element IV: Operations and Maintenance Program IV-2.1. Gravity Sewer Maintenance The City has two programs to flush its Sanitary Sewer System main lines— High Priority Cleaning and system wide cleaning. High Priority Cleaning is conducted either monthly or every three (3) to four (4) months on lines requiring regular maintenance. Smaller diameter lines of 10" and under represent 130.77 miles of the City's inventory. The City proactively flushes small diameter lines through the System Wide Cleaning Program. The city is divided into eighteen (18) sewer maintenance zones which are are shown in Figure IV-2 below. The historical line cleaning results are shown in Table IV — 3: Historical System Wide Cleaning Results High Priority Cleaning Results. The majority of large diameter lines, (12) inch in diameter or larger, are currently not maintained except as needed. The City will be evaluating cleaning frequency in the future once the condition assessment of the high priority and large diameter lines are completed. The evaluation of maintenance for these large lines will include an evaluation of how and when maintenance should be done either by City staff or service contractors. City collection system staff maintains not only the sewer system but also many other public works infrastructure assets in the City Public Works operations. Figure IV — 2: Sewer Maintenance Zones Reference Guide `-F`h�B_I ,i 4 y �15 ILr " A ` n51 4 . I 7A �\ 1r Table IV —1: Routine High Priority Cleaning Lines City of Gilroy: Sewer System Management Plan, August 2019 page 24 Element IV: Operations and Maintenance Program 4-Month Cycle 224 131,968 395,894 74.98 Totals 272 156,793 693,794 121.17 *Includes monthly siphon cleaning Table IV — 2: Historical High Priority Cleaning Line Cleaning Results 2015 769,296 145.7 114.2 2016 631,488 119.6 91.5 2017 552,288 104.6 80.0 2018 648,384 122.8 93.9 Average per Year 650,496 123.2 94.2 Table IV — 3: Historical System Wide Cleaning Results 2016 282,480 53.5 40.9 2017 102,960 19.5 14.9 2018 240,768 45.6 34.9 Average per Year 158,136 29.95 22.9 Return Frequency 4.37 years The City currently employs two cleaning crews, one for high priority cleaning and one assigned system wide cleaning in the eighteen sewer maintenance zones. In addition, one crew is assigned the responsibility for general complaint response and for the marking of utilities for underground services alert (USA) and other Public Works related activities. In 2019/20 the City will be adding one additional crew to form a condition assessment crew utilizing a newly purchased CCTV vehicle. City of Gilroy: Sewer System Management Plan, August 2019 page 25 Element IV- Operations and Maintenance Program The line cleaning crews in the future will be required to evaluate cleaning results based upon the Standard Sewer Cleaning Results derived from the City's Standard Measured of Observed Results for small diameter sewer lines shown in Figure IV-2 on the following page. The use of these new Standard Methods along with the new CCTV crew will allow the City to develop new need -based cleaning schedules changing many of the high frequency lines to a more need -based program. Staff will place line segments on a higher or lower frequency schedule based upon past cleaning results, history of blockages, SSO events, history of cleaning results, video inspections and professional judgment. The current high frequency maintenance schedule only adds lines and very seldom remove line segments. Currently there are 272 pipe segments on the high frequency program totaling 156,793 linear feet. Summary statistics for the high frequency lines are shown in Table IV-2: High Priority Cleaning Lines on the following page. The City has developed seventeen separate Codes of Safe Practices (COSP) for operating procedures for employee activities in the sewer program and with equipment and vehicles used in the collection system. The list of Codes of Safe Practice are listed in Table IV -3 below: Table IV — 4: Gilroy Codes of Safe Practice Listing Backhoe Confined Spaces — Awareness Level Drive Safety — Motor Vehicles Dump Truck Excavation, Trenching, Shoring Fall Protection Working from Heights Hydraulic Jack Ladder Safety - Portable Personnel Protective Equipment Power Rodder Saw, Chop — Electric Three Points of Contact Tools — Hand Tools — Pneumatic Tools — Power Vactor Truck Work Zone Safety/Traffic Control The City staff will be working to develop additional sewer system standard operating procedures for the addition and removal of lines from the high frequency program in the next two years. This will assure proper cleaning efficiencies and will assist with a better understanding of the requirements for high frequency maintenance activities and may lead to repair or pipe rehabilitations or more aggressive discharger enforcement from the dischargers of fats, oils and grease. Figure IV — 3: Standard Measures of Observed Results for Collection System Line Cleaning City of Gilroy: Sewer System Management Plan, August 2019 page 26 Element IV: Operations and Maintenance Program Debris 1 Grit Grease Roots Other Code: CL No observable debris or grit Code: CL No observable grease Code: CL No observable roots Code: CL No observable materials Code: DL Minor amount of debris 15 minutes or less to clean 1 Pass Code: GL Minor amounts of grease 15 minutes or less to clean 1 pass Code: RL Minor amounts of roots 15 minutes or less to clean 1 pass Code: OL Specify material Minor amounts of material Code: DM Less than 5 gallons of debris 15-30 minutes to clean 2-3 passes required Requires cleaning twice or less per year Only fine grit Code: GM Small chunks / no "logs" 15-30 minutes to clean 2-3 passes required Requires cleaning twice or less per year Code: RM Thin / Stringy roots present No large "clumps" 15-30 minutes to clean 2-3 passes required Code: OM Specify material Less than 5 gallons of material Code: DH More than 5 gallons of debris More than 30 minutes to clean More than 4 passes required Requires cleaning four times per year Operator concern for future stoppage Code: GH Big chunks / "Logs" More than 30 minutes to clean More than 4 passes required Operator concern for future stoppage Code: RH Thick roots present Large "clumps" More than 30 minutes to clean More than 4 passes required Operator concern for future stoppage Code: OH Specify material More than 5 gallons of material Operator concern for future stoppage Footnote: (a) Times shown are for typical manhole to manhole distance of 250 feet. Longer runs will require longer cleaning times. Judgement will need to be applied by the field crews for varying lengths and pipe diameters. IV 2.1.1. Joint Trunk Sewer Maintenance The City shares the operations and maintenance responsibilities of the joint truck sewer to the SCRWA Treatment Plat with Morgan Hill according to the assigned capacity ratios defined in the JPA and stated earlier in Table III-2. The Gilroy portion of the trunk is operated and maintained by Jacobs Engineering Group. The City is currently designing and will be constructing a parallel sewer trunk main that will be designed and operational in the next three years. This expansion is required to accommodate growth in the Gilroy service area. IV-2.1.2. Pipe Condition Assessment While the City does not current have a comprehensive program for the condition assessment of the entire system, the City will be hiring two (2) additional staff members and a new CCTV vehicle in 2019 and will begin a full condition assessment of all pipes ten inches or smaller and the associated manholes. In addition, all pipes within 200 feet of waterway will also be inspected and condition assessed. The assessments will follow the NASSCO standard rating systems for pipes (PACP) and manholes (MACP). The City will be developing a full system City of Gilroy: Sewer System Management Plan, August 2019 page 27 Element IV- Operations and Maintenance Program condition assessment program with CCTV return frequencies based upon the CCTV Return Frequency Flow Chart in Figure IV-6. The frequencies will be based upon the PACP condition of the pipe segment learned from the CCTV inspection targeting a ten (10) year frequency for most sewer lines. Additionally, the City will evaluate the use of the CCTV program to evaluate crew cleaning effectiveness through a QA/QC Program for up to 1 % of the lines cleaning per year. This program could be used for training and to assure consistency in cleaning techniques across all sewer system cleaning activities.: Figure IV — 4: CCTV Return Frequency Flow Chart YES Re -Inspect in i 20 years YES Re -Inspect in 10 years YES Re -Inspect in 7 years + Grade 4 YES —te Re-6a 1 Y pest in i 7! 2 Grade MCP —� defects / N �. ��// 100r-it ? YES 1 Manhole it manhr rnhCAe t atian or replacernont IV-2.1.3. Manhole Inspection Program Spot repair all Grade 4 and 6 defects S Re -Inspect in 6 years Re -inspect in f 24 Years I The City currently monitors and inspects monthly a select list of manholes that are known to historically create potential operations and maintenance issues. If the manhole is not found to be flowing freely during an inspection, then additional maintenance in and around the pipe segments connected to the manhole is conducted to assure that these manholes do not create sanitary sewer overflows or operational problems. The City will be defining and implementing a formal manhole inspection program based upon the NASSCO manhole rating system (MACP) as part of the regular cleaning operations. All problem conditions noticed during cleaning will be reported and appropriate repairs initiated. City of Gilroy: Sewer System Management Plan, August 2019 page 28 Element IV- Operations and Maintenance Program This is a high priority for the City and will be fully implemented by the time of the next SSMP audit. IV-2.2. Pump Station The City operates and maintains 1 pump station. The City has contracted with Jacobs Engineering Group for the complete operations and maintenance of the pump station. SCRWA, through its service contractor, conducts regular maintenance and operational inspections of the pump station. The Gavilan Pump Station asset information is described in Table IV — 5: Pump Station Locations and Table IV-5, Force Main Locations and Descriptions below. The pump station is checked twice a week and the engine generators are checked weekly. Monthly each of the engine generators are exercised and the wet wells are washed down and cleaned. Records of all maintenance activities are maintained by SCRWA. SCRWA will begin conducting comprehensive pump station condition assessments annually utilizing the checklist in Supplement IV-1 Pump Station Condition Assessment Checklist. The pump station include SCADA monitoring systems that automatically alarms at the SCRWA treatment plant if unusual conditions or alarms are registered 24/7. SCRWA has developed an emergency response plan for the station. The response plan is placed in the pump station and available at SCRWA. IV-2.3. Force Mains SCRWA, through its service contractors, maintains the pump station force mains from the pump station to the City collection system. The force main from the pump station is identified and described in the Table IV - 5: Force Main Locations and Descriptions Table IV — 5: Pump Station Locations and, below. Force main alignments will be inspected on an annual basis along with the Pump Station Inspection and documented on the Checklist. Discharge locations will be surveyed for possible damage and corrosion from the release of hydrogen sulfide when the force mains discharge to the gravity collection system. Table IV — 5: Pump Station Locations and Asset Information City of Gilroy: Sewer System Management Plan, August 2019 page 29 Element IV: Operations and Maintenance Program Table IV — 6: Force Main Locations and Descriptions 847 4 Unknown I Total, Linear Feet 856 Total, Miles 0.16 IV-2.4. Collection System Siphons As described in Intro Table 4, the City collection system contains thirteen (13) siphons throughout the collection system. The siphon asset information is provided in Intro Table 4 and total length is 3,822 linear feet ranging in size from six inches to fifteen inches. All siphons pipelines are cleaned monthly and represents 45,864 linear feet per year of the annual cleaning performance results. IV-2.5. Root Foaming The City has recently utilized chemical root control service contractors to address root issues as summarized in Table IV-6, Historical Chemical Root Control Performance These service contractors supplements the City cleaning efforts. 2019 63 15,723 2.98 250 IV-2.6. Private Sewer Laterals The City since 2000 has established a Sewer Lateral Maintenance Policy that defines the responsibilities of both the property owner and the City of Gilroy. The City has no responsibility for the installation, maintenance, operation, or repair of the private sewer laterals (PSL) connected to the City mains. The private lateral extends from the building on the property to the City's main line. The City is responsible for repairs to sewer laterals within the public right-of-way. The City may voluntarily report private sewer lateral SSOs (PLSD) into the State CIWQS database as they become aware of the overflows. City of Gilroy: Sewer System Management Plan, August 2019 page 30 Element IV: Operations and Maintenance Program IV-2.7. Rehabilitation and Replacement Program The City's Capital Improvement Plan for the next five (5) years was developed from the CCTV inspection program that evaluated the condition of gravity sewers that are 10 inches in diameter and above and that include PACP condition assessment of each line segment. The information gathered during the condition assessment is used to select gravity sewers for repair/rehabilitation/replacement. The City has completed a Sewer System Master Plan in 2004 that includes a list of all known and capacity identified improvements to collection system lines, pump stations and force mains. The City has incorporated all necessary new improvements into the capital improvement program for the next several years as well as developing the associated additional funding requirements for these necessary improvements. The projects currently identified are included in the City's Capital Improvement Program listed in Supplement IV-2. The funds that support the Capital Improvement Program come from the City's sewer service charges that are based upon regular sewer service charge rate analysis. IV-2.8. Training The City uses a combination of in-house classes, safety tailgate sessions and field exercises; on the job training; conferences, seminars, OSHA classes and other training opportunities in northern California. The City requires its Maintenance Worker II to be certified in Collection System Maintenance by the California Water Environment Association. The certification process requires employees to demonstrate that they have participated in 12 hours of training every two (2) years in order to renew their certificates. Currently 50% of the sewer system employees hold certifications from Grade I to Grade III. The City has developed a list training requirements for all sewer system employees. The City will conduct department training sessions for its collection system employees on both the SSMP and OERP including the City WQMP annually including volume estimation and SSO start time determinations. This training includes field exercises in the estimation of SSO volume and SSO containment. In addition, the City conducts annual confined space entry and certification for all employees who might be required to enter confined spaces anywhere in the City. All confined space entries follow the COSP IV-2.9. Equipment and Replacement Parts The list of the major equipment that the City uses in the operation and maintenance of its sewer system is included in Supplement IV-3: Major Sewer System Equipment Inventory. The City has developed a Critical Replacement Parts List. It has also developed a list of Replacement Parts Inventory that is included in Supplement IV-4: Critical Sewer System City of Gilroy: Sewer System Management Plan, August 2019 page 31 Element IV- Operations and Maintenance Program Replacement Parts Inventory. The City keeps replacement pumps on the shelf for all the pump stations at the City Maintenance Yard. IV-2.10. Outreach to Sewer Service Contractors Working for Us The City requires all service contractors to be aware of emergency response requirements for sanitary sewer overflows and provides necessary reporting information for all sewer related problems and emergency response requirements. The City's standard service and construction contract language requires all contractors working in the wastewater collection system to provide training for their employees on the City's Sanitary Sewer Overflow Emergency Response Plan or demonstrate they have been trained on an equivalent emergency response plan of their own. IV-3. References 0 City of Gilroy Codes of Safe Practice City of Gilroy: Sewer System Management Plan, August 2019 page 32 Element IV: Operations and Maintenance Program Supplement IV-1: Pump Station Condition Assessment Checklist Inspection date Inspection participants Facility name Facility address Comments SSOs Equipment failures Alarm history (attach copy) Major maintenance activities (attach list if applicable) Pending work orders (attach copies) Operating problems (attach copy of operating log) Comments Fence and gate External lighting Visibility from street Doors and locks Intrusion alarm(s) Signs with emergency contact information Other security features Comments Signage (confined space, automatic equipment, hearing protection, etc.) Fall protection Emergency communication Equipment hand guards City of Gilroy: Sewer System Management Plan, August 2019 page 33 Element IV.- Operations and Maintenance Program Handrails and kickboards Platforms and grating Tag out and lock out Hearing protection Eye wash Chemical storage Comments Fence Landscaping Building Control panels Other external features Comments Pump Station building Control room Dry well Wet well Other structures Comments Control panel Run time meters Flow meter Wet well level Alarms SCADA HMI/PLC Other instrumentation and controls Comments Power drop Transformers City of Gilroy: Sewer System Management Plan, August 2019 page 34 Element IV.• Operations and Maintenance Program Transfer switches Emergency generator and generator connection Starters Variable frequency drives Electrical cabinets Conduit and wireways Other electrical Comments Lubrication Insulation Operating current Vibration and alignment Other Comments Lubrication Vibration and alignment Seals Indicated flow and discharge pressure Shutoff head Corrosion and leakage evidence Drive shaft Other Comments Valve operation Valve condition Pipe condition Pipe support Other Comments City of Gilroy: Sewer System Management Plan, August 2019 page 35 Element IV: Operations and Maintenance Program Lighting _Ventilation Support systems (air, water, etc.) facilities Sump pump Overhead crane Portable pump connections Portable pumps Comments Supplement IV-2: Gilroy Sewer Capital Improvement Program Sewer Repair and 250,000 250,000 Rehabilitation Total 250,000 250,000 250,000 250,000 250,000 250,000 Supplement IV-3: Major System Equipment Inventory 250,000 250,000 3747 Vactor Combo Sewer Line Cleaner 2017 4206 Case Backhoe 2002 3746 10-Wheel Dump Truck 2017 3207 Dump Truck 2003 3208 Dump Truck 2003 2007 Utility Truck 2001 2410 Utility Truck 2004 2806 Utility Truck 2008 2807 Utility Truck 2008 2725 Ford Crew Cab Pick-up Truck 2017 City of Gilroy: Sewer System Management Plan, August 2019 page 36 Element IV: Operations and Maintenance Program 2813 Ford Pick-up Truck 2008 N/A 3-Inch Godwin Trash Pump 2017 New CCTV Van 2019 Supplement IV-4: Critical Sewer System Replacement Parts Inventory 2 Submersible Sewage pump Flygt 3140.09 1 Facility Alarm Dialer Raco Verbatium 1 6" Mag flow meter Elsag Bailey Process Automation 10DX4311 1 Emergency Breaker Square D FAL34100 2 Motor Breaker Square D FAL34040 1 Control Breaker Square D FAL12015 1 Main Circuit Breker Square D FAL12030 2 Motor Starter (size 2) Square D 8536-SD01V02S 1 Control Power Transformer Square D 9070-T3000D1 1 Control Transformer Square D 9070-TF75D23S12 2 Fuse Gould OTM-5/250 2 Fuse Gould ATQR-10/600V 3 Fuse Gould ATM-1/600V 7 Fuse Holder Littlefuse L6003OMlPQ 2 (NO,NC) Contact Square D 9001KA3 16 Contact Relay (120Vac) Potter B. KRPA14AN-120 18 11 Pin Socket IDEC SR3P-05 1 Auto Alternator (13SP) Flygt 14-40 31 86 3 Time Delay Flygt 14-40 31 91 1 Time Delay Square D JCK13V20 City of Gilroy: Sewer System Management Plan, August 2019 Element IV.• Operations and Maintenance Program Phase Monitor Flygt 14-40 31 88 Telephone Jack Allen Tel 5 Basin Float Switch (40') Grainger 5828859 City of Gilroy: Sewer System Management Plan, August 2019 page 38 Flement V.• Design and Performance Provisions Element V: Design and Performance Provisions Design and Performance Provisions: a. Design and construction standards and specifications for the installation of new sanitary sewer systems, pump stations and other appurtenances; and for the rehabilitation and repair of existing sanitary sewer systems; and b. Procedures and standards for inspecting and testing the installation of new sewers, pumps, and other appurtenances and for rehabilitation and repair projects. V-1. Design Criteria for Installation, Rehabilitation and Repair The City's Wastewater Collection System Design Criteria are administered by the Engineering Division of the Public Works Department. The Design Standards and Standard Details for Construction are included in Section 3, Sanitary Sewer Design Standards. In addition, Section 3 of the Standard Details provides construction details for collection system infrastructure. V-1.1. New Pipe and Appurtenances The City has established standards for both new construction and renewal and replacement work associated with the collection system infrastructure. These standards include design standards for pipes, manholes, laterals, materials and placement of pipes and manholes into the City system. These standards are supported by the sewer section of the standards details. These standards are regularly reviewed and modified as new and innovative construction techniques and materials are approved for use in the City. The last major revisions to the standards and details provides all the details required on improvement plans submitted for approval by the City Public Works Department. Requests for modification or relief from the City standards can only be considered and ultimately approved by the Director of Engineering and Utility Services. V-1.2. Pump Station The City requires that all new or rehabilitated pump stations be designed by a registered engineer and approved by the Director of Public Works before construction and acceptance by the City Council for maintenance. City of Gilroy: Sewer System Management Plan, August 2019 page 39 Element V.• Design and Performance Provisions V-1.3. Private Sewer Systems and Private Laterals All private sewer systems and private sewer laterals are required to be designed, installed, inspected and accepted per the City Building Division and Section 3.8 of the Design Standards and Standard Details S-I and S-2. V-2. Inspection and Testing Criteria The City's Wastewater Collection System Inspection and Testing Criteria for pipelines are defined in Section S-I and S-II of the Standard Details. All testing must be approved by the City prior to consideration for acceptance for operation and maintenance by the City Council. V-2.1. New and Rehabilitated Pump stations Construction standards and acceptance provisions for new and rehabilitated pump stations are established through the design process and are part of the approval of the plans and specifications for the new or rehabilitated pump station. The City will evaluate the need for City specific pump station standards and details to be added to current City standards no later than the 2019 SSMP audit. V-2. References 0 City of Gilroy Design Standards & Standard Details for Construction City of Gilroy: Sewer System Management Plan, August 2019 page 40 Element VT Overflow Emergency Response Plan Element VI: Overflow Emergency Response Plan Overflow Emergency Response Plan - Each Enrollee shall develop and implement an overflow emergency response plan that identifies measures to protect public health and the environment. At a minimum, this plan must include the following: a. Proper notification procedures so that the primary responders and regulatory agencies are informed of all SSOs in a timely manner; b. b) A program to ensure an appropriate response to all overflows; c. Procedures to ensure prompt notification to appropriate regulatory agencies and other potentially affected entities (e.g. health agencies, Regional Water Boards, water suppliers, etc.) of all SSOs that potentially affect public health or reach the waters of the State in accordance with the MRP. All SSOs shall be reported in accordance with this MRP, the California Water Code, other State Law, and other applicable Regional Water Board WDRs or NPDES permit requirements. The SSMP should identify the officials who will receive immediate notification; d. Procedures to ensure that appropriate staff and contractor personnel are aware of and follow the Emergency Response Plan and are appropriately trained; e. Procedures to address emergency operations, such as traffic and crowd control and other necessary response activities; and f. A program to ensure that all reasonable steps are taken to contain and prevent the discharge of untreated and partially treated wastewater to waters of the United States and to minimize or correct any adverse impact on the environment resulting from the SSOs, including such accelerated or additional monitoring as may be necessary to determine the nature and impact of the discharge. VI-1. Purpose The purpose of the City of Gilroy Overflow Emergency Response Plan (OERP) is to support an orderly and effective response to Sanitary Sewer Overflows (SSOs). The OERP provides guidelines for City personnel to follow in responding to, cleaning up, and reporting and record keeping of SSOs that may occur within the City's service area. This OERP satisfies the SWRCB Statewide General Waste Discharge Requirements (GWDR), which require wastewater collection agencies to have an Overflow Emergency Response Plan. However, this OERP was completed in 2014 and requires further review and evaluation as to compliance with current City practices and procedures. The review and update will be completed and adopted by the City Council prior to the next SSMP audit. City of Gilroy: Sewer System Management Plan, August 2019 page 41 Element VT Overflow Emergency Response Plan VI-2. Policy The City's employees are required to report all wastewater overflows found and to take the appropriate action to secure the wastewater overflow area, properly report to the appropriate regulatory agencies, relieve the cause of the overflow, and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and protect the environment. The City's goal is to respond to sewer system overflows as soon as possible following notification. The City will follow reporting procedures regarding sewer spills as set forth by the San Francisco Regional Water Quality Control Board (SFRWQCB), the Central Coast Regional Water Quality Control Board (CCRWQCB), and the California State Water Resources Control Board (SWRCB). VI-3. Goals The City's goals with respect to responding to SSOs are: • Work safely; • Respond quickly to minimize the volume of the SSO; • Eliminate the cause of the SSO; • Prevent sewage system overflows or leaks from entering the storm drain system or receiving waters to the maximum extent practicable; • Contain the spilled wastewater to the extent feasible; • Minimize public contact with the spilled wastewater; • Mitigate the impact of the SSO; • Meet the regulatory reporting requirements; • Evaluate the causes of failure related to certain SSOs; and • Revise response procedures resulting from the debrief and failure analysis of certain SSOs. VI-4. Full Overflow Emergency Response Plan The full copy of the City of Gilroy Overflow Emergency Response Plan effective October 2014 can be found in Appendix D along with copies of all instructions and forms in the Appendices referred to below. All SSO sampling and testing shall be conducted per a City specific Water Quality Monitoring Plan (WQMP) attached in Appendix E upon completion prior to the next SSMP Audit. City of Gilroy: Sewer System Management Plan, August 2019 page 42 Element VT Overflow Emergency Response Plan VI-5. Authority • Health & Safety Code Sections 5410-5416 • CA Water Code Section 13271 • Fish & Wildlife Code Sections 5650-5656 • State Water Resources Control Board Order No. 2006-0003-DWQ • State Water Resources Control Board Order 2013-009-DWQ effective September 9, 2013 VI-6. References • Sanitary Sewer Overflow and Backup Response Field Guide, 2014, DKF Solutions Group, LLC • Appendix A: Regulatory Notifications Packet • Appendix B: Sanitary Sewer Overflow/Backup Response Packet • Appendix C: Contractor Orientation • Appendix D: Field Sampling Kit • Appendix E: Sewer Service Request Form City of Gilroy: Sewer System Management Plan, August 2019 page 43 Element VII: Fats, Oils. --I r;,- vo BOG) Control Program Element VII: Program Fats, Oils, and Grease (FOG) Control FOG Control Program: Each Enrollee shall evaluate its service area to determine whether a FOG control program is needed. If an Enrollee determines that a FOG program is not needed, the Enrollee must provide justification for why it is not needed. If FOG is found to be a problem, the Enrollee must prepare and implement a FOG source control program to reduce the amount of these substances discharged to the sanitary sewer system. This plan shall include the following as appropriate: a. An implementation plan and schedule for a public education outreach program that promotes proper disposal of FOG; b. A plan and schedule for the disposal of FOG generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of FOG generated within a sanitary sewer system service area; c. The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG; d. Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, BMP requirements, record keeping and reporting requirements; e. Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the FOG ordinance; f. An identification of sanitary sewer system sections subject to FOG blockages and establishment of a cleaning maintenance schedule for each section; and g. Development and implementation of source control measures for all sources of FOG discharged to the sanitary sewer system for each section identified in (f) above. VII-1. Nature and Extent of FOG Problem The development of a FOG control program was a two-step process. The first step was to determine the nature and extent of the FOG problems within the City's collection system. The second step was to select the elements of a FOG Control Program that would address the identified problems and problem areas. The City of Gilroy has evaluated its collection system and determined that a FOG Control Program is needed. The City must comply with the SCRWA Pretreatment and Sewer Use Ordinance #93-1 Section 2.13. SCRWA has prepared, City of Gilroy: Sewer System Management Plan, August 2019 page 44 Element VII: Fats, Oils, and Grease (FOG) Control Program implemented and enforced a FOG Control Program to reduce the amount of these substances discharged to the sanitary sewer since 1993. Operations and maintenance staff have noted the tendency for grease buildup in specific sewer lines in the downtown area where restaurants are located. Once a specific line is identified, the information is provided to the Fire Marshal for investigation and/or enforcement. The City's primary FOG control contribution consists of regular and high frequency cleaning and maintenance as discussed in Element IV. SCRWA and the City have identified and permitted 126 food service establishments (FSEs) in the City of Gilroy and 131 in the City of Morgan Hill. The City and SCRWA have proactively worked to reduce the impacts of FOG on the collection system. Table VII-lbelow lists the total number of FOG -related mainline SSOs by calendar year. Table VII —1: Historical FOG -Related SSOs Calendar Year Number 2011 1 2012 0 2013 0 2014 2015 2016 2017 2018 Total VII-2. Response to GWDR Requirements Requirement (a): An implementation plan and schedule for a public education outreach program should promote proper disposal of FOG. Response: The City relies on the SCRWA to provide public information and outreach for the FOG Control Program. The City enhances the effort by providing bill stuffers regarding FOG and FOG controls. Requirement (b): A plan and schedule for the disposal of FOG generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or City of Gilroy: Sewer System Management Plan, August 2019 page 45 Element VII: Fats, Oils, and Grease (FOG) Control Program additional facilities needed to adequately dispose of FOG generated within a sanitary sewer system service area. Response: The SCRWA has developed a list of businesses able to accept or haul FOG that is available from the Operations Division Requirement (c): The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG. Response: The Gilroy Municipal Code provides the legal basis and authority (see Element 3) for the City's FOG Control Program. In addition, the SCRWA in Section 2.13 of the Sewer Use Ordinance. Requirement (d): Requirements to install grease removal devices (such as traps or interceptors), design standards for the grease removal devices, maintenance requirements, BMP requirements, record keeping and reporting requirements. Response: SCRWA Ordinance #93-1, Section 2.13 addresses requirements for grease removal devices. In addition, the City has adopted the 2016 California Plumbing Code which also provides authority for grease removal devices. Requirement (e): Authority to inspect grease producing facilities, enforcement authorities, and determination of whether the collection system Gilroy has sufficient staff to inspect and enforce the FOG ordinance. Response: The inspection and enforcement for FOG related problems are included in Section 5, Enforcement of the SCRWA Sewer Use Ordinance. Requirement (f) and (g): Requirement (f) is an identification of sewer system sections subject to FOG blockages and the establishment of a cleaning maintenance schedule for each section, and Requirement (g) is the development and implementation of source control measures, for all sources of FOG discharged to the sewer system. City of Gilroy: Sewer System Management Plan, August 2019 page 46 Element VII: Fats, Oils, and Grease (FOG) Control Program Response: The City has identified and maintains many collection system lines and siphons on a high frequency line maintenance list. These lines have experienced grease accumulation in the past and are cleaned on varying frequencies based upon severity. The single largest area for high frequency maintenance is the downtown area with the highest concentration of restaurants. The high frequency program currently lists approximately 10.25 miles of collection system lines (6.5% of the collection system) that are cleaned on one of the following frequencies as stated in Table IV-2 High Frequency Lines: • Monthly • Every four (4) months Cleaning frequencies depend on the history of stoppages or overflows on a line or from results of regular cleaning results and CCTV following blockages or overflows. The City will establish a process and procedure for the addition and removal of lines from the high frequency list no later than the next SSMP Audit. City of Gilroy: Sewer System Management Plan, August 2019 page 47 E,!-ment VIII• System Evaluation and Capacity Assurance Plan Element VIII: System Evaluation and Capacity Assurance Plan System Evaluation and Capacity Assurance Plan: The Enrollee shall prepare and implement a capital improvement plan (CIP) that will provide hydraulic capacity of key sanitary sewer system elements for dry weather peak flow conditions, as well as the appropriate design storm or wet weather event. At a minimum, the plan must include: a. Evaluation: Actions needed to evaluate those portions of the sanitary sewer system that are experiencing or contributing to an SSO discharge caused by hydraulic deficiency. The evaluation must provide estimates of peak flows (including flows from SSOs that escape from the system) associated with conditions similar to those causing overflow events, estimates of the capacity of key system components, hydraulic deficiencies (including components of the system with limiting capacity) and the major sources that contribute to the peak flows associated with overflow events; b. Design Criteria: Where design criteria do not exist or are deficient, undertake the evaluation identified in (a) above to establish appropriate design criteria; and c. Capacity Enhancement Measures: The steps needed to establish a short- and long-term CIP to address identified hydraulic deficiencies, including prioritization, alternatives analysis, and schedules. The CIP may include increases in pipe size, I/I reduction programs, increases and redundancy in pumping capacity, and storage facilities. The CIP shall include an implementation schedule and shall identify sources of funding. d. Schedule: The Enrollee shall develop a schedule of completion dates for all portions of the capital improvement program developed in (a)-(c) above. This schedule shall be reviewed and updated consistent with the SSMP review and update requirements as described in Section D. 14. VIII-1. System Evaluation - Collection System Master Plan The City completed its last Sewer System Master Plan (SMP) in May 2004 by Carollo Engineers. The SMP evaluated City growth, prepared a sewer system hydraulic model, evaluated necessary improvements and established a multi -year capital improvement program for the City. Since that time the City has completed many of the project and established a multi -year repair and rehabilitation plan for the sanitary sewer system. City of Gilroy: Sewer System Management Plan, August 2019 page 48 Element VIII: System Evaluation and Capacity Assurance Plan VIII-2. Design Criteria The capacity -related design criteria, including base wastewater flow and peaking factors, included a hypothetical five (5) year, 24-hour design storm across the service area resulting in an increase in system I/I. Dry weather flows were estimated by applying land use coefficients against the general plan areas and then adding the results of the design flow defined here. These criteria resulted in an anticipated wet weather maximum day and peak hour flows from the City system in 2020 of 6.6 MGD and 20.0 MGD respectively. Flows measured at the SCRWA in 2016 were 3.7 MGD and 7.3 MGD. Dry weather maximum day and peak hour flows at the treatment plant for the same period were 2.8 MGD and 5.4 MGD respectively. In addition, the Plan developed and adopted design criteria for gravity sewer lines and pump stations in the City. VIII-3. Capacity Enhancement Measures - Capital Improvement Program The City prepares an annual five-year list of capital improvement projects that includes projects to address wastewater collection system capacity issues. Engineering Staff prioritize and select the projects to be included on the annual list. All capacity related projects identified in the Plan are contained in Five-year Renewal and Replacement Budget of $1,250,000 in Supplement IV-3. The City's Capital Improvement Program Budget is included as Supplement IV-3. VIII-4. Schedule The current schedule for the City's capacity enhancement projects does not include any capacity related improvement projects in Supplement IV-3. However, this list will be revised, as necessary, based upon future condition assessments and maintenance results. VIII-5. References • City of Gilroy Sewer System Master Plan, May 2004, Carollo Engineers City of Gilroy: Sewer System Management Plan, August 2019 page 49 Element IK• Monitoring, Measurement, and Program Modifications Element IX: Monitoring, Measurement, and Program Modifications Monitoring, Measurement, and Program Modifications: The Enrollee shall: a. Maintain relevant information that can be used to establish and prioritize appropriate SSMP activities; b. Monitor the implementation and, where appropriate, measure the effectiveness of each element of the SSMP; c. Assess the success of the preventative maintenance program; d. Update program elements, as appropriate, based on monitoring or performance evaluations; and e. Identify and illustrate SSO trends, including: frequency, location, and volume. IX-1. Performance Measures The indicators that the City will use to measure the performance of its wastewater collection system and the effectiveness of its SSMP are: • Total number of dry weather SSOs • Total number of wet weather SSOs • Total number of SSOs • Total number of repeat SSOs • Number of SSOs per 100 miles • Number of SSOs caused by (roots, grease, debris, pipe failure, capacity, pump station failure and other) • Amount of root control performed (LF) or miles • Amount of CCTV performed (LF) or miles • Number of SSOs less than 100 gallons • Number of SSOs 100 to 999 gallons • Number of SSOs 1,000 to 9,999 gallons • Number of SSOs greater than 10,000 • Total volume of SSOs City of Gilroy: Sewer System Management Plan, August 2019 page 50 Element IX.• Monitoring, Measurement, and Program Modifications • Total volume recovered • Volume of spilled sewage discharged to surface water • Average response time (minutes) during regular business hours • Average response time (minutes) during after hours, weekend and holidays • Amount of System Wide Cleaning performed (LF) or miles • Amount of High Priority Cleaning performed (LF) or miles • Number of spot sewer repairs completed IX-2. Baseline Performance The City has performance measures in place and it will evaluate its performance annually following the end of the fiscal year. The historical, or baseline, performance is shown separately for gravity mains/pump stations/force mains and lower laterals. IX-3. Mains, Pump Stations, and Force Mains The baseline performance and SSO trends for gravity mains, pump stations, and force mains is shown on the following tables and figures by calendar year. Table IX —1: Gravity Sewer, Pump Station, and Force Main SSOs by Fiscal Year 2008 9 0 0 2009 8 0 0 2010 1 0 0 2011 3 0 0 2012 1 0 0 2013 2 0 0 2014 0 0 0 2015 1 0 0 2016 0 0 0 2017 0 0 0 2018 2 0 0 Total 33 0 0 City of Gilroy: Sewer System Management Plan, August 2019 page 51 Element IX.- Monitoring, Measurement, and Program Modifications Figure IX —1: Trend in all SSOs per Fiscal Year 10 L 9 ra 8 L ♦ _ � 7 is 6 L5 ♦♦ v � Q- 4 3 •• 0 3 L 2 •• . • a, > ■'••■ 1 , • Ir ■ ■• • • A ■ . 0 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 Table IX — 2: CY SSOs by Cause 2009 1 5 2 0 8 2010 1 0 0 0 1 2011 1 1 1 0 3 2012 0 1 0 0 1 2013 1 1 0 0 2 2014 0 0 0 0 0 2015 0 0 1 0 1 2016 0 0 0 0 0 2017 0 0 0 0 0 2018 0 1 1 0 2 City of Gilroy: Sewer System Management Plan, August 2019 page 52 Element IX.- Monitoring, Measurement, and Program Modifications Figure IX — 2: Trend in SSOs by Cause 10 9 8 7 6 5 4 3 2 1 0 2007 2008 2009 2010 2011 2012 2013 2014 2015 ■ Debris ■ Grease Roots ■ Other 2016 2017 2018 Table IX — 3: FY Spilled Volume Totals (Volume Spilled, Portion Contained, and Volume to Surface Waters) 2011 380 75 0 19 0 2012 20 20 0 100 0 2013 120 75 5 62 4 2014 0 0 0 0 0 2015 1000 600 400 60 40 2016 0 0 0 0 0 2017 0 0 0 0 0 2018 19,515 15 0 0 0 City of Gilroy: Sewer System Management Plan, August 2019 page S�, Element IX.- Monitoring, Measurement, and Program Modifications Figure IX — 3: Total Spill Volume / Calendar Year, Gallons Total Spill Volume/Calendar Year, gallons 20000 18000 16000 c 14000 m 12000 10000 8000 6000 4000 2000 1 0 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 Spill Volume, gallons 910 975 1825 38 380 20 120 0 1000 0 0 19515 Figure IX — 4: Comparison of SSO Rate per 100 Miles of Sewers 8.00 7.00 6.00 5.00 4.00 3.00 2.00 1.00 0.00 Comparative SSO Rates/100 Miles t 2013 2014 2015 2016 2017 2018 —*--City tRegion 3 —*--State City of Gilroy: Sewer System Management Plan, August 2019 page 54 Element IX.• Monitoring, Measurement, and Program Modifications IX-4. Performance Monitoring and Program Changes The City will evaluate the performance of its wastewater collection system at least annually using the performance measures identified in this Element. The City will update the data and analysis at the time of the evaluation and will place the annual performance report in Appendix B of the SSMP. The City may use other performance measures in its evaluation. The City will prioritize its actions and initiate changes to this SSMP, its operations and maintenance practices, and any related programs based on the results of the evaluation. This will be done as part of the biannual self -audit (see Element X). IX-5. References The data used in this section were taken from: • CIWQS SSO data as of May 17, 2019 City of Gilroy: Sewer System Management Plan, August 2019 page 55 Element X.• SSMP Program Audits Element X: SSMP Program Audits SSMP Program Audits - As part of the SSMP, the Enrollee shall conduct periodic internal audits, appropriate to the size of the system and the number of SSOs. At a minimum, these audits must occur every two years and a report must be prepared and kept on file. This audit shall focus on evaluating the effectiveness of the SSMP and the Enrollee's compliance with the SSMP requirements identified in this subsection (D.13), including identification of any deficiencies in the SSMP and steps to correct them. X-1. Audits The City will audit its implementation and compliance with the provisions of this SSMP every two years from the original adoption date as required by the WDR. SSMP Audit Reports will be filed in Appendix B. The audit will be conducted by a team consisting of City Staff selected from the Public Works Department. The audit team may also include members from other areas of the City, outside agencies, or consultants. During the SSMP audit, the City will conduct a record keeping audit of its SSO files to assure that that the files are complete, contain all required records as stated in the MRP and that the files contain no extraneous or conflicting information. The Sewer System Management Plan Audit Checklist (Supplement X-1) is used to guide the audit process and includes the GWDR requirements for each SSMP element. The results of the audit, including the identification of any deficiencies and the steps taken or planned to correct them will be included in a separate certified Audit Report. Upon completion of the audit report and certification by the LRO, the City will place a copy of the final Audit Report and Checklist in Appendix B, Sewer System Annual Audit Reports of this SSMP. Modifications and changes to the SSMP identified during the audit or between audits will be tracked in Appendix D, SSMP Change Log. The audit can contain information about successes in implementing the most recent version of the SSMP and identify revisions that may be needed for a more effective program. Information collected can be used in preparing the audit. Tables and figures or charts can be used to summarize information about performance indicators. An explanation of the SSMP development, and accomplishments in improving the sewer system, should be included in the audit report, including: • How Gilroy implemented the sewer system SSMP elements in the past year; • The effectiveness of implementing each SSMP element; City of Gilroy: Sewer System Management Plan, August 2019 page 56 Element K• SSMP Program Audits • A description of the additions and improvements made to the sanitary sewer collection system in the past reporting year; and • A description of the additions and improvements planned for the upcoming reporting year with an estimated schedule for implementation. X-2. SSMP Updates The City will recertify its SSMP at least every five years from original City Council adoption date of April 7, 201 land approval or when substantial changes are made in the SSMP. The City will determine the need to update its SSMP more frequently based on the results of the audits and the performance of its wastewater collection system using information from the Monitoring and Measuring Program Element IX. In the event the City decides that an update is warranted, the process to complete the update will be identified. The City will complete the update and take the revisions to the City Council within one year of identifying the need for the update. City of Gilroy: Sewer System Management Plan, August 2019 page 57 Element X.• SSMP Program Audits Supplement X-1: SSMP Audit Checklist City of Gilroy SSMP Audit Checklist Report Form The purpose of the SSMP Audit is to evaluate the effectiveness of the City of Gilroy SSMP and to identify any needed for improvement. The information identified here will be used to inform the findings and necessary information to be evaluated during the biannual Internal Audit of the City SSMP. Directions: Please rank each item below utilizing the following sufficiency ranking system and add any comments to explain the ranking to the Comment Section of each SSMP Element: • Complies (C) — complies with all WDR objectives • Substantially Complies (SC) — complies mostly with all WDR objectives • Partially Complies (PC) — complies with basic WDR objectives • Marginal Compliance (MC) — complies minimally with basic objectives of the WDR • Does Not Comply — does not comply with WDR objectives N. C. A. Are the goals stated in the SSMP still appropriate and accurate? Discussion: Is the List of City Staff Responsible for SSMP Elements current? Is the Sanitary Sewer Overflow Responder List current? C. Is the City Organization Chart current? City of Gilroy: Sewer System Management Plan, August 2019 page 58 Element X.• SSMP Program Audits D. Are the Staff position descriptions an accurate portrayal of staff responsibilities? E. Is the Chain of Communication for Reporting and Responding to SSOs section/flow chart accurate and up to date? Discussion: Does the SSMP contain current references to the Gilroy Municipal Code documenting the City's legal authority to: A. Prevent illicit discharges? B. Require proper design and construction of sewers and connections? C. Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or maintained by the City? D. Limit discharges of fats, oils and grease? E. Enforce any violation of its sewer ordinances? F. Were any changes or modifications made in the past year to City Sewer Ordinances, Regulations or standards? Discussion: Collection System Maps A. Does the SSMP reference the current process and procedures for maintaining the City's wastewater collection system maps? B. Are the City's wastewater collection system maps complete, current and sufficiently detailed? C. Are storm drainage facilities identified on the collection system maps? If not, are SSO responders able to determine locations of storm drainage inlets and pipes for possible discharge to waters of the state? Prioritized Preventive Maintenance City of Gilroy: Sewer System Management Plan, August 2019 page 59 Element K• SSMP Program Audits D. Does the SSMO describe current preventive maintenance activities and the system for prioritizing the cleaning of sewers? E. Based upon information in the Annual SSO Report, are the City's preventive maintenance activities sufficient and effective in minimizing SSOs and blockages? Scheduled Inspections and Condition Assessments Rating F. Is there an ongoing condition assessment program sufficient to develop a capital improvement plan addressing the proper management and protection of infrastructure assets? Are the current components of this program documented in the SSMP? Contingency Equipment and Replacement Inventory Rating G. Does the SSMP list the major equipment currently used in the operation and maintenance of the collection system and documents the procedures of inventory management? H. Are contingency and replacement parts sufficient to respond to emergencies and properly conduct regular maintenance? Training Rating I. Does the SSMP document current training expectations and programs? Outreach to Plumbers and Building Contractors Rating J. Does the SSMP document currently outreach efforts to plumbers and building contractors? Discussion: A. Does the SSMP reference current design and construction standards for the installation for new sanitary sewer systems, pump stations and other appurtenances and for the rehabilitation and repair of existing sanitary sewer systems? B. Does the SSMP document current procedures and standards for inspecting and testing the installation of new sewers, pumps, and other appurtenances and the rehabilitation and repair of existing sewer lines? City of Gilroy: Sewer System Management Plan, August 2019 page 60 Element X.• SSMP Program Audits Discussion: A. Does the City's Sanitary Sewer Overflow Emergency Response Plan establish procedures for the emergency response, notification, and reporting of SSOs? B. Is City staff and contractor personnel appropriately trained on the procedures of the Sanitary Sewer Overflow Emergency Response Plan? C. Considering SSO performance data, is the Sanitary Sewer Overflow Emergency Response Plan effective in handling SSOs in order to safeguard public health and the environment? D. Are all SSO and claims reporting forms current or do they require revisions or additions? E. Does all SSO event recordkeeping meet the SSS GWDR requirements? Are all SSO event files complete and certified in the CIWQS system? F. Is all information in the CIWQS system current and correct? Have periodic reviews of the data been made during the year to assure compliance with SSS GWDR? Have all Technical Report and Water Quality Sampling requirements been met and uploaded to the CIWQS data management system? Discussion: A. Does the FOG Control Program include efforts to educate the public on proper handling and disposal of FOG? B. Does the FOG Control Program identify sections of the collection system subject to FOG blockages, establish a cleaning schedule and address source control measures to minimize these blockages? C. Are requirements for grease removal devices, best management practices (BMP), record keeping, and reporting established in the City's FOG Control Program? City of Gilroy: Sewer System Management Plan, August 2019 page 61 Element K• SSMP Program Audits D. Does the City have sufficient legal authority to implement and enforce the FOG Control Program? E. Is the current FOG program effective in minimizing blockages of sewer lines resulting from discharges of FOG to the system F. Was required training on SSMP and OERP completed and documented? Were field exercises with field staff on SSO volume estimation conducted and documented? G. Did all public improvement plans and specifications that could impact collection system operations include requirements for OERP training or were contractor OERP programs at least as stringent as the City OERP? Were regular items included in project meeting agendas to discuss emergency response procedures and communications? Discussion: A. Does the City of Gilroy Sewer System Master Plan evaluate hydraulic deficiencies in the system, establish sufficient design criteria and recommend both short and long-term capacity enhancement and improvement projects? B. Does the City's Capital Improvement Plan (CIP) establish a schedule of approximate completion dates for both short and long- term capacity improvements and is the schedule reviewed and updated to reflect current budgetary capabilities and activity completed? Discussion: A. Does the SSMP accurately portray the methods of tracking and reporting selected performance indicators? B. Is the City able to sufficiently evaluate the effectiveness of the SSMP elements based on relevant information? C. Do the performance metrics properly support the Goals in Element 1? City of Gilroy: Sewer System Management Plan, August 2019 page 62 Element X.• SSMP Program Audits Discussion: A. Will the SSMP Audit be completed, reviewed and filed in Appendix B? B. Was the final Audit Report presented to the governing body at a publicly noticed meeting? Discussion: A. Does the City effectively communicate with the public and other agencies about the implementation of the SSMP and continue to address any feedback? B. Did the City Council receive and review the Annual Sewer System Report? Was the annual report uploaded to the City Sewer Section website and added to Appendix C? C. Did City staff conduct and document meetings with satellite collection systems? D. Are all agreements with satellite systems current or are changes necessary to these agreements? Discussion: Is the SSMP Change Log current and up to date? City of Gilroy: Sewer System Management Plan, August 2019 page 63 Element X.• SSMP Program Audits Discussion: Audit Team: Date: Prepared By: Date: Reviewed By: Date: Certified By: Date: Approved for Filing On Date: City of Gilroy: Sewer System Management Plan, August 2019 page 64 ElementXT Communication Program Element XI: Communication Program Communication Program — The Enrollee shall communicate on a regular basis with the public on the development, implementation, and performance of its SSMP. The communication system shall provide the public the opportunity to provide input to the Enrollee as the program is developed and implemented. The Enrollee shall also create a plan of communication with systems that are tributary and/or satellite to the Enrollee's sanitary sewer system. XI-1. Communication during SSMP Development and Implementation The City's Public Information Officer is responsible to coordinate all communications activities and for all materials on the City webpage including the posting of the Council adopted SSMP and all cited references. He/she is also responsible to assure that communications at the SCRWA complements the City communications programs. Information provided upon request to interested parties includes: a copy of completed sections of the SSMP, brochures and materials regarding collection system operations and maintenance and contact information and/or opportunities for input into the development and implementation of the collection system operations. XI-2. Communication with Regional and Joint Wastewater Collection Systems The City regularly communicates with the City of Morgan Hill and the SCRWA on matters affecting the operations and maintenance of the trunk sewer, FOG issues and wastewater treatment issues. These issues are also raised during regular SCRWA Board meetings conducted monthly. All meetings between the parties will be documented with a meeting agenda and meeting notes or minutes following each event. City of Gilroy: Sewer System Management Plan, August 2019 page 65 Appendices Appendices City of Gilroy: Sewer System Management Plan, August 2019 page 66 Appendix A: Sewer System Management Plan Adoption Documents Appendix A: Sewer System Management Plan Adoption Documents City of Gilroy: Sewer System Management Plan, August 2019 page 67 Appendix B: Sewer System Management Audit Reports Appendix B: Sewer System Management Audit Reports City of Gilroy: Sewer System Management Plan, August 2019 page 68 Appendix C: Sewer System Management Plan Change Log Appendix C: Sewer System Management Plan Change Log City of Gilroy O%O%RMw w■ City of Gilroy: Sewer System Management Plan, August 2019 page 69 Appendix D: Overflow Emergency Response Plan (OERP) Appendix D: Overflow Emergency Response Plan (OERP) City of Gilroy: Sewer System Management Plan, August 2019 page 70 Appendix D: Overflow Emergency Response Plan (OERP) City of Gilroy Mr Effective Date: Revised Date: Approved by. Signature: Date: 10/ 0/14 Prepared by David Patzer. DKF Solutions Group (707) 373-9709 dpat7,er dkfsafutions_com Copyright ID 2004-2414 DKF Solutions Group, LLG_ Ali rights reserved_ V/ City of Gilroy: Sewer System Management Plan, August 2019 page 71 Appendix D: Overflow Emergency Response Plan (OERP) Table of Contents Sanitary Sewer Overflow Emergency Response Plan (OERP) 1. Purpose 2. Policy 3. Definitions as used in this OERP 4. Regulatory Requirements for OERP Element of SSMP 5. Goals 6. Sanitary Sewer Overflow (SSO) Detection and Notification 7. SSO Response Procedures 8. Recovery and Cleanup 9. Water Quality 10. Sewer Backup Into/Onto Private Property Claims Handling Policy 11. Notification, Reporting, Monitoring and Recordkeeping Requirements 12. Post SSO Event Debriefing 13. Failure Analysis Investigation 14. SSO Response Training 15. High Priority Assets 16, Authority 17. References Appendix A: Regulatory Notifications Packet Instructions...........................................................................................................Packet Envelope RegulatoryReporting Guide.....................................................................................................A-1 Category 1 SSO Reporting Checklist..........................................................................................2a Category 2 and 3 SSO Reporting Checklist...............................................................................2b Appendix B: Sanitary Sewer Backup Packet Response Instructions...................................................... Response Flowchart........................................................ Bubbled Toilets Letter ...................................................... First Responder Form ...................................................... Sanitary Sewer Overflow Report ...................................... Sewer Overflow Report.. ........... ...................................... Start Time Determination Form ........................................ Volume Estimation Methods Eyeball Estimation ............................................... Duration and Flow Rate Photo Comparison.... ... Upstream Lateral Connections ........................... Lateral CCTV Report ........................................................ Claims Submittal Checklist ............................................... Collection System Failure Analysis Form ........................ Customer Service Packet Instructions.......................................................... Customer Information .......................................... Sewer Spill Reference Guide Regulatory Notifications Packet ...................................... Door Hanger 2004-2014 DKF Solutions Group, LLC. All rights reserved. ..................................Packet Envelope .................. ......................................... 2 ..........................................................-3 ..........................................................-4 ...................................................-5 ..........................................................-7 ........................................................ -8a .........................................................8b ............. I ......................................... .8c ..........................................................-9 .........................................................10 ..................................................11 .............................................. envelope ..................................................... CS-1 ....... . ............. ....... pamphlet ....................... See contents list above OERP Page 1 City of Gilroy: Sewer System Management Plan, August 2019 page 72 Appendix D: Overflow Emergency Response Plan (OERP) Table of Contents Appendix C: Sanitary Sewer Overflow Packet Instructions and Chain of Custody.......................................................................Packet Envelope Responding to a Sanitary Sewer Overnow...............................................................................C-1 Sanitary Sewer Overflow Report...................................................................................................2 Start Time Determination Form.. .............................................. .................................................... 3 Volume Estimation Methods EyeballEstimation..........................................................................................................4a Duration and Flow Rate Photo Comparison..................................................................4b Upstream Lateral Connections......................................................................................4c LateralCCTV Report ................................ ..................... .......................... ................................... ..-5 Collection System Failure Analysis Form . ........................................... ......................................... 6 Regulatory Notifications Packet............................................................... See contents list above Sewer Spill Reference Guide ........................................................................................... pamphlet Public Posting Door Hanger Appendix D: Contractor Orientation 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 2 City of Gilroy: Sewer System Management Plan, August 2019 page 73 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Emergency Response Plan Purpose The purpose of the City of Gilroy's Overflow Emergency Response Plan (OERP) is to support an orderly and effective response to Sanitary Sewer Overflows (SSOs). The OERP provides guidelines for City personnel to follow in responding to, cleaning up, and reporting SSOs that may occur within the City's service area. This OERP satisfies the SWRCB Statewide General Waste Discharge Requirements (GWDR), which require wastewater collection agencies to have an Overflow Emergency Response Plan. 2. Policy The City's employees are required to report all wastewater overflows found and to take the appropriate action to secure the wastewater overflow area, properly report to the appropriate regulatory agencies, relieve the cause of the overflow, and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and protect the environment. The City's goal is to respond to sewer system overflows as soon as possible following notification. The City will follow reporting procedures in regards to sewer spills as set forth by the Central Coast Regional Water Quality Control Board (CCRWQCB) and the California State Water Resources Control Board (SWRCB). 3. Definitions As Used In This OERP CALIFORNIA INTEGRATED WATER QUALITY SYSTEM (CIWQS): Refers to the State Water Resources Control Board online electronic reporting system that is used to report SSOs, certify completion of the SSMP, and provide information on the sanitary sewer system. FROG — Fats, Roots, Oils, and Grease: FOG refers to fats, oils, and grease typically associated with food preparation and cooking activities that can cause blockages in the sanitary sewer system. Tree root invasion (R) presents an additional problem. If a mat of root hair forms in the sewer line it slows the flow of wastewater and exacerbates the rate of accumulation of FOG materials. LEGALLY RESPONSIBLE OFFICIAL (LRO): Refers to an individual who has the authority to certify reports and other actions that are submitted through CIWQS. MAINLINE SEWER Refers to City wastewater collection system piping that is not a private lateral connection to a user. MAINTENANCE HOLE OR MANHOLE: Refers to an engineered structure that is intended to provide access to a sanitary sewer for maintenance and inspection. NOTIFICATION OF AN SSO: Refers to the time at which the City becomes aware of an SSO event through observation or notification by the public or other source. NUISANCE - California Water Code section 13050, subdivision (m), defines nuisance as anything that meets all of the following requirements: a. Is injurious to health, or is indecent or offensive to the senses, or an obstruction to the free use of property, so as to interfere with the comfortable enjoyment of life or property. b. Affects at the same time an entire community or neighborhood, or any considerable number of persons, although the extent of the annoyance or damage inflicted upon individuals may be unequal. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 3 City of Gilroy: Sewer System Management Plan, August 2019 page 74 Appendix D: Overflow Emergency Response Plan (OERP) c. Occurs during, or as a result of, the treatment or disposal of wastes. PREVENTATIVE MAINTENANCE: Refers to maintenance activities intended to prevent failures of the wastewater collection system facilities (e.g. cleaning, CCTV, inspection). PRIVATE LATERAL SEWAGE DISCHARGES — Sewage discharges that are caused by blockages or other problems within a privately owned lateral. SANITARY SEWER BACKUP (BACKUP) — When blockages or flow conditions cause wastewater to backup into buildings and on private property. SANITARY SEWER OVERFLOW (SSO) - Any overflow, spill, release, discharge or diversion of untreated or partially treated wastewater from a sanitary sewer system. SSOs include: (i) Overflows or releases of untreated or partially treated wastewater that reach waters of the United States, (ii) Overflows or releases of untreated or partially treated wastewater that do not reach waters of the United States; and (iii) Wastewater backups into buildings and on private property that are caused by blockages or flow conditions within the publicly owned portion of a sanitary sewer system. SSOs that include multiple appearance points resulting from a single cause will be considered one SSO for documentation and reporting purposes in CIWQS. (VOTE: Wastewater backups into buildings caused by a blockage or other malfunction of a building lateral that is privately owned are not SSOs. SSO Categories: Cateaory 1: Discharge of untreated or partially treated wastewater of any volume resulting from a sanitary sewer system failure or flow condition that either: • Reaches surface water andior drainage channel tributary to a surface water; or • Reached a Municipal Separate Storm Sewer System (MS4) and was not fully captured and returned to the sanitary sewer system or otherwise captured and disposed of properly. Cateoory 2: Discharge of untreated or partially treated wastewater greater than or equal to 1,000 gallons resulting from a sanitary sewer system failure or flow condition that either: • Does not reach surface water, a drainage channel, or an MS4, or • The entire SSO discharged to the storm drain system was fully recovered and disposed of properly. Cateoory 3: All other discharges of untreated or partially treated wastewater resulting from a sanitary sewer system failure or flow condition. SANITARY SEWER SYSTEM: Any publicly -owned system of pipes, pump stations, sewer lines, or other conveyances, upstream of a wastewater treatment plant headworks used to collect and convey wastewater to the publicly owned treatment facility. Temporary storage and conveyance facilities (such as vaults, temporary piping, construction trenches, wet wells, impoundments, tanks, etc.) are considered to be part of the sanitary sewer system, and discharges into these temporary storage facilities are not considered to be SSOs. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 4 City of Gilroy: Sewer System Management Plan, August 2019 page 75 Appendix D: Overflow Emergency Response Plan (OERP) SENSITIVE AREA: Refers to areas where an SSO could result in a fish kill or pose an imminent or substantial danger to human health (e.g. parks, aquatic habitats, etc.) SEWER SERVICE LATERAL: Refers to the piping that conveys sewage from the building to the City's wastewater collection system. UNTREATED OR PARTIALLY TREATED WASTEWATER: Any volume of waste discharged from the sanitary sewer system upstream of a wastewater treatment plant headworks. WATERS OF THE STATE: Waters of the State (or waters of the United States) means any surface water, including saline waters, within the boundaries of California. In case of a sewage spill, storm drains are considered to be waters of the State unless the sewage is completely contained and returned to the wastewater collection system and that portion of the storm drain is cleaned. 4. State Regulatory Requirements for Element 6, Overflow Emergency Response Plan G WDR Reauiremenf The collection system agency shall develop and implement an overflow emergency response plan that identifies measures to protect public health and the environment. At a minimum, this plan must include the following: (a) Proper notification procedures so that the primary responders and regulatory agencies are informed of all SSOs in a timely manner; (b) A program to ensure appropriate response to all overflows; (c) Procedures to ensure prompt notification to appropriate regulatory agencies and other potentially affected entities (e.g. health agencies, regional water boards, water suppliers, etc.) of all SSOs that potentially affect public health or reach the waters of the State in accordance with the Monitoring and Reporting Program (MRP). All SSOs shall be reported in accordance with this MRP, the California Water Code, other State Law, and other applicable Regional Water Board Waste Discharge Requirements or National Pollutant Discharge Elimination System (NPDES) permit requirements. The Sewer System Management Plan should identify the officials who will receive immediate notification; (d) Procedures to ensure that appropriate staff and contractor personnel are aware of and follow the Emergency Response Plan and are appropriately trained; (e) Procedures to address emergency operations, such as traffic and crowd control and other necessary response activities; and (f) A program to ensure that all reasonable steps are taken to contain untreated wastewater and prevent discharge of untreated wastewater to Waters of the United States and minimize or correct any adverse Impact on the environment resulting from the SSOs, including such accelerated or additional monitoring as may be necessary to determine the nature and impact of the discharge. The Sewer System Management Plan and critical supporting documents are available to the public through submission of an electronic copy to the State Water Resources Control Board. 5. Goals The City's goals with respect to responding to SSOs are: • Work safely; • Respond quickly to minimize the volume of the SSO; • Eliminate the cause of the SSO; • Prevent sewage system overflows or leaks from entering the storm drain system or receiving waters to the maximum extent practicable; © 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 5 City of Gilroy: Sewer System Management Plan, August 2019 page 76 Appendix D: Overflow Emergency Response Plan (OERP) • Contain the spilled wastewater to the extent feasible; • Minimize public contact with the spilled wastewater; • Mitigate the impact of the SSO; • Meet the regulatory reporting requirements; • Evaluate the causes of failure related to certain SSOs; and • Revise response procedures resulting from the debrief and failure analysis of certain SSOs. 6. SSO Detection and Notification ref. SWRCB Order No, 2006-0003-DWQ D.13vi(a) The processes that are employed to notify the City of the occurrence of an SSO include: observation by the public, receipt of an alarm, or observation by City staff during the normal course of their work. The City operates one wastewater pump station. In the event of any pump failure, the high level sensor activates the SCADA alarm system and the City is contacted. To prevent overflow, wastewater from the wet well can either be pumped into a vacuum truck for disposal to a nearby sanitary sewer manhole, or bypassed around the station into the sanitary sewer system. 6.1 PUBLIC OBSERVATION Public observation is the most common way that the City is notified of blockages and spills. Contact numbers and information for reporting sewer spills and backups are in the phone book and on the City's website: www.citvofailrov.ora. The City's telephone number for reporting sewer problems is (408) 846- 0460. Normal Work Hours When a report of a sewer spill or backup is made during normal work hours, Recreation Services receives the call. They forward the caller's name, address, ohone and nature of complaint to the Streets, Wastewater and Trees Section who will dispatch a Field Crew to the incident. The Field Crew will complete the Work Task Sheet. After Hours After hours callers are directed to call Non -Emergency Communications Dispatch, which will notify the Standby Employee. The Standby Employee will respond and complete the Work Task Sheet. When calls are received, either during normal work hours or after hours, the Individual receiving the call will collect the following information: • Time and date of call • Specific location of potential problem • Nature of call • In case of SSO, estimated start time of overflow • Caller's name and telephone number • Caller's observation (e.g., odor, duration, location on property, known impacts, indication if surface water impacted, appearance at cleanout or manhole) • Other relevant information The following is an overview of receiving a sewage overflow or backup report: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 6 City of Gilroy: Sewer System Management Plan, August 2019 page 77 Appendix D: Overflow Emergency Response Plan (OERP) Figure 6.1 Overview of Receiving a Sewage Overflow or Backup Report Procedure Receive Non -Business Hours notification of Business Hours Callers are directed to call Non- (408) 846-0460 Emergency Communications Recreation Services receives the Backup Dispatch at (408) 846-0350 call, gathers caller's name, address, phone number, and nature of the complaint. Forwards request to: Forwards to Streets, Wastewater and Trees Section / Is the \ overflow/backup in the �- service area? -,- YES OUTSIDE Is the spill inside a building or outside? INSIDE Forwards call to Standby Employee 1. Contact customer reporting the problem. 2. Gather caller's name, address of the problem and call back number. NO WHAT TO TELL THE CUSTOMER (See Field Guide for tips) • Clearly communicate who will respond, estimated time they will arrive and what area(s) will need to be accessed. • Clearly communicate that a blockage in the sewer main line will be promptly cleared, but that the City is not allowed to work on a blockage in the property owner'slresident's service lateral line. Use general terms that the caller can understand, and give the caller your name for future reference. • Show concern and empathy for the property owner/resident, but do not admit or deny liability. • Instruct the caller to turn off any appliances that use water and to shut off any faucets inside the home. • Instruct the caller to keep all family members and pets away from the affected area • Instruct the caller to place towels, rags, blankets, etc. between areas that have been affected and areas that have not been affected_ • Instruct the caller to not remove any contaminated items — let the professionals do this. • Instruct the caller to turn off their HVAC system. • Instruct the caller to move any uncontaminated property away from impacted areas. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 7 City of Gilroy: Sewer System Management Plan, August 2019 page 78 Appendix D: Overflow Emergency Response Plan (OERP) 6.2 CITY STAFF OBSERVATION City staff conducts periodic inspections of its sewer system facilities as part of their routine activities. Any problems noted with the sewer system facilities are reported to appropriate City staff that, in turn, responds to emergency situations. Work orders are issued to correct non -emergency conditions. 6.3 CONTRACTOR OBSERVATION The following procedures are to be followed in the event that a contractor/plumber causes or witnesses a Sanitary Sewer Overflow. If the contractor/plumber causes or witnesses an SSO they should: 1. Immediately notify the City 2. Protect storm drains 3. Protect the public 4. Provide Information to the City Field Crew such as start time, appearance point, suspected cause, weather conditions, etc. 5. Direct ALL media and public relations requests to the Public Information Officer © 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 8 City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) 7. SSO Response Procedures ref. SWRCB Order No, 2006-0003-DWQ D.13vi(b) 7.1 Sewer OverflowlBackup Response Summary The City will respond to SSOs as soon as feasible following notification of an overflow/backup or unauthorized discharge. The following (Figure 7.1) is an overview of the response activities. Figure 7.1 Overview of SSO/Backup Response Receive notification of OverflowlBackup or Unauthorized Disc arne overflow NO impacted private YES Is it possible that YES the overflow/backup is due to a failure in the City-owned/maintain ity-ownedlmai ntained sewer lines? NO City Field Crew performs the following Follow the instructions on the Sanitary Sewer Backup Packet: If customer is not home: • Complete Door Hanger and leave on customer's door If customer is home: • Explain to customer that the blockage is in their lateral and that the City does not have legal authority to maintain or perform work on privately owned laterals. • Recommend to customer they hire a contractor to clear their line. Give customer the Sewer Spill Reference Guide pamphlet 2004-2014 DKF Solutions Group, LLC. All rights reserved. City Field Crew performs the following: Fallow the instructions on the Sanitary Sewer Overflow Packet Relieve blockage and clean impacted areas • Forward completed Work Task Sheet and Sanitary Sewer Overflow Packet to the Operations Services Supervisor • Operations Services Supervisor performs required regulatory reporting in accordance with the Regulatory Notifications Packet (inside the Sewer Overflow Packet) City Field Crew performs the following: Follow the instructions on the Sanitary Sewer Backup Packet. • Relieve blockage and clean impacted areas • Provide the Customer Service Packet • Forward completed Work Task Sheet and Sanitary Sewer Backup Packet to the Operations Services Supervisor • Operations Services Supervisor performs required regulatory reporting in accordance with the Regulatory Notifications Packet (inside the Sewer Backup Packet) Risk Manager/Human Resources Director performs the following: 1. Review incident reports, claim form and other incident information and forward, as appropriate, to: Municipal Pooling Authority Linh Andren 1911 San Miguel Dr, #200 walnut Creek, CA 94596 (925) 462-0001 direct (925) 943-1100 Office 2. Communicate with claimant, as appropriate, and ABAG Plan to adjust and administer the claim to closure OERP Page 9 City of Gilroy: Sewer System Management Plan, August 2019 page 80 Appendix D: Overflow Emergency Response Plan (OERP) 7.2 First Responder Priorities The first responder's priorities are: • To follow safe work practices. • To respond promptly with the appropriate and necessary equipment. • To contain the spill wherever feasible. • To restore the flow as soon as practicable. • To minimize public access to and/or contact with the spilled sewage. • To promptly notify the Operations Services Supervisor in event of major SSO. • To return the spilled sewage to the sewer system. • To restore the area to its original condition (or as close as possible). 7.3 Safety The first responder is responsible for following safety procedures at all times Special safety precautions must be observed when performing sewer work. There may be times when City personnel responding to a sewer system event are not familiar with potential safety hazards peculiar to sewer work. In such cases it is appropriate to take the time to discuss safety issues, consider the order of work, and check safety equipment before starting the job. 7.4 Initial Response The first responder must respond to the reporting partylproblem site and visually check for potential sewer stoppages or overflows. The first responder will: • Note arrival time at the site of the overflow/backup. • Verify the existence of a public sewer system spill or backup. • Determine if the overflow or blockage is from a public or private sewer. • Identify and assess the affected area and extent of spill. • Contact caller if time permits. • If the spill is large or in a sensitive area, document conditions upon arrival with photographs. Decide whether to proceed with clearing the blockage to restore the flow or to initiate containment measures. The guidance for this decision is: o Small spills (i.e., spills that are easily contained) — proceed with clearing the blockage. o Moderate or large spill where containment is anticipated to be simple — proceed with the containment measures. o Moderate or large spills where containment is anticipated to be difficult — proceed with clearing the blockage, however, whenever deemed necessary, call for additional assistance and implement containment measures. • Take steps to contain the SSO. For detailed procedures refer to Appendix B: Sanitary Sewer Backup Procedures, and Appendix C: Sanitary Sewer Overflow Packet. 7.5 Initiate Spill Containment Measures The first responder will attempt to contain as much of the spilled sewage as possible using the following steps: • Determine the immediate destination of the overflowing sewage. • Plug storm drains using air plugs, sandbags, and/or plastic mats to contain the spill, whenever appropriate. If spilled sewage has made contact with the storm drainage system, attempt to contain the spilled sewage by plugging downstream storm drainage facilities. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 10 City of Gilroy: Sewer System Management Plan, August 2019 page 81 Appendix D: Overflow Emergency Response Plan (OERP) • Containidirect the spilled sewage using dike/dam or sandbags. • Pump around the blockage/pipe failure. For detailed procedures refer to Appendix C: Sanitary Sewer Overflow Packet. 7.6 Restore Flow Using the appropriate cleaning equipment, set up downstream of the blockage and hydro -clean upstream from a clear manhole. Attempt to remove the blockage from the system and observe the flows to ensure that the blockage does not reoccur downstream. If the blockage cannot be cleared within a reasonable time from arrival, or sewer requires construction repairs to restore flow, then initiate containment and/or bypass pumping. If other assistance is required, immediately contact Operations Services Supervisor. For detailed procedures refer to Appendix C: Sanitary Sewer Overflow Packet. 7.7 Equipment This section provides a list of specialized equipment that may be used to support this Overflow Emergency Response Plan. • Closed Circuit Television (CCTko Inspection Unit — A CCTV Inspection Unit is required to determine the root cause for all SSOs from gravity sewers. • Camera -- A digital or disposable camera is required to record the conditions upon arrival, during clean up, and upon departure. • Emergency Response Trucks -- A utility body pickup truck, or open bed is required to store and transport the equipment needed to effectively respond to sewer emergencies. The equipment and tools will include containment and clean up materials. • Portable Generators, Portable Pumps, Piping, and Hoses — Equipment used to bypass pump, divert, or power equipment to mitigate an SSO. • Combination Sewer Cleaning Trucks -- Combination high velocity sewer cleaning trucks with vacuum tanks are required to clear blockages in gravity sewers, vacuum spilled sewage, and wash down the impacted area following the SSO event. • Air plugs, sandbags and plastic mats • Portable Lights Standard operating procedures for equipment that may be necessary in the event of a sanitary sewer overflow or backup can be found in the Corp Yard. 8. Recovery and Cleanup ref. SWRCB Order No, 2006-0003-DWQ D.13vi(e) The recovery and cleanup phase begins immediately after the flow has been restored and the spilled sewage has been contained to the extent possible. The SSO recovery and cleanup procedures are: 8.1 Estimate the Volume of Spilled Sewage Use the methods outlined in the Sanitary Sewer Backup Packet (Appendix B), Sanitary Sewer Overflow Packet (Appendix C), and/or the Field Guide to estimate the volume of the spilled sewage. Wherever © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 11 City of Gilroy: Sewer System Management Plan, August 2019 page 82 Appendix D: Overflow Emergency Response Plan (OERP) possible, document the estimate using photos andlor video of the SSO site before and during the recovery operation. 8.2 Recovery of Spilled Sewage Vacuum up and/or pump the spilled sewage and rinse water, and discharge it back into the sanitary sewer system. 8.3 Clean-up and Disinfection Clean up and disinfection procedures will be implemented to reduce the potential for human health issues and adverse environmental impacts that are associated with an SSO event. The procedures described are for dry weather conditions and will be modified as required for wet weather conditions. Where cleanup is beyond the capabilities of the City Field Crew, a cleanup contractor will be used. Private Property City crews are responsible for the cleanup when the property damage is minor in nature and is outside of private building dwellings, such as in front, side and backyards, easements, etc. In all other cases, affected property owners can call a water damage restoration contractor to complete the cleanup and restoration. If the overflow into property is the definite cause of City system failure, the property owner can call out a water damage restoration contractor to complete the cleanup and restoration. In both cases, property owners may obtain a City claim form from the Risk Manager/Human Resources Director. Hard Surface Areas Collect all signs of sewage solids and sewage -related material either by protected hand or with the use of rakes and brooms. Wash down the affected area with clean water and/or deozyme or similar non -toxic biodegradable surface disinfectant until the water runs clear. The flushing volume will be approximately three times the estimated volume of the spill- Take reasonable steps to contain and vacuum up the wastewater. Allow area to dry. Repeat the process if additional cleaning is required. Landscaped and Unimproved Natural Vegetation Collect all signs of sewage solids and sewage -related material either by protected hand or with the use of rakes and brooms. Wash down the affected area with clean water until the water runs clear. The flushing volume will be approximately three times the estimated volume of the spill. Either contain or vacuum up the wash water so that none is released. Allow the area to dry. Repeat the process if additional cleaning is required. Natural Waterways The Department of Fish and Wildlife will be notified by CalOES for SSOs greater than or equal to 1,000 gallons. Wet Weather Modifications Omit flushing and sampling during heavy storm events (i.e., sheet of rainwater across paved surfaces) with heavy runoff where flushing is not required and sampling would not provide meaningful results. 8.4 Public Notification Signs will be posted and barricades put in place to keep vehicles and pedestrians away from contact with spilled sewage. County Environmental Health instructions and directions regarding placement and © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 12 City of Gilroy: Sewer System Management Plan, August 2019 page 83 Appendix D: Overflow Emergency Response Plan (OERP) language of public warnings will be followed. Additionally, the Operations Services Supervisor will use their best judgment regarding supplemental sign placement in order to protect the public and local environment. Signs will not be removed until directed by County Environmental Health, the Operations Services Supervisor or designee. Creeks, streams and beaches that have been contaminated as a result of an SSO will be posted at visible access locations until the risk of contamination has subsided to acceptable background bacteria levels. The area and warning signs, once posted, will be checked every day to ensure that they are still in place. Photographs of sign placement will be taken. In the event that an overflow occurs at night, the location will be inspected first thing the following day. The field crew will look for any signs of sewage solids and sewage -related material that may warrant additional cleanup activities. When contact with the local media is deemed necessary, the Public Information Officer or their designee will provide the media with all revelvant information. 9. Water Quality ref. SWRCB Order No, 2006-0003-DWQ D.13vi(o 9.1 Waters of the State The following Waters of the State are in the City of Gilroy's service area: Pajaro River Uvas Creek (West Branch of Llagas Creek Uvas Reservoir Coyote Lake 9.2 Water Quality Sampling and Testing Water quality sampling and testing is required for Category 1 SSOs of 50,000 gallons or greater to determine the extent and impact of the SSO. The water quality sampling procedures must be implemented within 48 hours and include the following. • The first responders will contact the Storm Water Management Program to collect samples as soon as possible after the discovery and mitigation of the SSO event. • The water quality samples will be collected from upstream of the spill, from the spill area, and downstream of the spill in flowing water (e.g. creeks). The water quality samples will be collected near the point of entry of the spilled sewage. • The samples shall then be brought to the Storm Water Management Program Laboratory. 9.3 Water Quality Monitoring Plan The City Water Quality Monitoring Plan will be implemented immediately upon discovery of any Category 1 SSO of 50,000 gallons or more in order to assess impacts from SSOs to surface waters. The SSO Water Quality Monitoring Program will: 1. Contain protocols for water quality monitoring. 2. Account for spill travel time in the surface water and scenarios where monitoring may not be possible (e.g. safety, access restrictions, etc.) 3. Require water quality analyses for ammonia and bacterial indicators to be performed by an © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 13 City of Gilroy: Sewer System Management Plan, August 2019 page 84 Appendix D: Overflow Emergency Response Plan (OERP) accredited or certified laboratory. 4. Require monitoring instruments and devices used to implement the SSO Water Quality Monitoring Program to be properly maintained and calibrated, including any records to document maintenance and calibration, as necessary, to ensure their continued accuracy. 5. Within 48 hours of the City becoming aware of the SSO, require water quality sampling for ammonia and total and fecal coliform. 6. Observe proper chain of custody procedures. 9.4 SSO Technical Report The City will submit an SSO Technical Report to the CIWQS Online SSO Database within 45 calendar days of the SSO end date for any SSO in which 50,000 gallons or greater are spilled to surface waters. The Senior Civil Engineer/Operations Manager will supervise the preparation of this report and will certify this report. This report, which does not preclude the Water Boards from requiring more detailed analyses if requested, shall include at a minimum, the following: Causes and Circumstances of the SSO: • Complete and detailed explanation of how and when the SSO was discovered. • Diagram showing the SSO failure point, appearance point(s), and final destination(s). • Detailed description of the methodology employed and available data used to calculate the volume of the SSO and, if applicable, the SSO volume recovered. • Detailed description of the cause(s) of the SSO. • Copies of original field crew records used to document the SSO. • Historical maintenance records for the failure location. Citv's Response to SSO: • Chronological narrative description of all actions taken by the City to terminate the spill. • Explanation of how the SSMP Overflow Emergency Response Plan was implemented to respond to and mitigate the SSO. • Final corrective action(s) completed and/or planned to be completed, including a schedule for actions not yet completed. Water Qualitv Monitoring: • Description of all water quality sampling activities conducted including analytical results and evaluation of the results. • Detailed location map illustrating all water quality sampling points. 10. Sewer Backup Into/Onto Private Property Claims Handling Policy It is the policy of the City that a claims form shall be offered to anyone wishing to file a claim. The following procedures will be observed for all sewer overflows/backups into/onto private property: • City Field Crew will offer a City claim form irrespective of fault whenever it is possible that the sanitary sewer backup may have resulted from an apparent blockage in the City -owned sewer lines or whenever a City customer requests a claim form. The claim may later be rejected if subsequent investigations into the cause of the loss indicate the City was not at fault © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 14 City of Gilroy: Sewer System Management Plan, August 2019 page 85 Appendix D: Overflow Emergency Response Plan (OERP) • It is the responsibility of the Field Crew to gather information regarding the incident and notify the Operations Services Supervisor or his/her designee. • It is the responsibility of the Risk Manager/Human Resources Director or his/her designee to review all claims and to oversee the adjustment and administration of the claim to closure. 11. Notification, Reporting, Monitoring and Recordkeeping Requirements ref. SWRCB Order No, 2006-0003-DWQ D.13vi(c) In accordance with the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (SSS GWDRs), the City of Gilroy maintains records for each sanitary sewer overflow. Records include: • Documentation of response steps and/or remedial actions • Photographic evidence to document the extent of the SSO, field crew response operations, and site conditions after field crew SSO response operations have been completed. The date, time, location, and direction of photographs taken will be documented. • Documentation of how any estimations of the volume of discharged and/or recovered volumes were calculated including all assumptions made. Regulator required notifications are outlined in Section 11.1 on the following page. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 15 City of Gilroy: Sewer System Management Plan, August 2019 page 86 Appendix D: Overflow Emergency Response Plan (OERP) 11.1 Regulator Required Notifications ELEMENT REQUIREMENT I METHOD NOTIFICATION Within two hours of becoming aware of any Category 1 SSO greater than or equal to 1,000 gallons discharged to surface water or spilled in a location where it probably will be discharged to surface water, the City will notify the California Office of Emergency Services (CaIOES) and obtain a notification control number. REPORTING Category 1 SSO: The City will submit draft report within three business days of becoming aware of the SSO and certify within 15 calendar days of SSO end date. • Category 2 SSO: The City will submit draft report within 3 business days of becoming aware of the SSO and certify within 15 calendar days of the SSO end date. • Category 3 SSO: The City will submit certified report within 30 calendar days of the end of month in which SSO the occurred. • $SO Technical Report: The City will submit within 45 calendar days after the end date of any Category 1 SSO in which 50,000 gallons or greater are spilled to surface waters. • "No Spill" Certification. The City will certify that no SSOs occurred within 30 calendar days of the end of the month or, if reporting quarterly, the quarter in which no SSOs occurred. • Collection System Questionnaire. The City will update and certify every 12 months WATER The City will conduct water quality sampling within QUALITY 48 hours after initial SSO notification for Category 1 MONITORING SSOs in which 50,000 gallons or greater are spilled to surface waters. RECORD The City will maintain the following records: KEEPING • SSO event records. • Records documenting Sanitary Sewer Management Plan (SSMP) implementation and changes/updates to the SSMP. • Records to document Water Quality Monitoring for SSOs of 50,000 gallons or greater spilled to surface waters. • Collection system telemetry records if relied upon to document and/or estimate SSO Volume. Call Cal OES at: (800)852-7550 Enter data into the CIWQS Online SSO Database' (htto://ciwas.wate rboards. ca. aov/) certified by the Legally Responsible Official(s)2. All information required by CIWQS will be captured in the Sanitary Sewer Overflow Report. Certified SSO reports may be updated by amending the report or adding an attachment to the SSO report within 120 calendar days after the SSO end date. After 120 days, the State SSO Program Manager must be contacted to request to amend an SSO report along with a justification for why the additional information was not available prior to the end of the 120 days. Water quality results will be uploaded into CIWQS for Category 1 SSOs in which 50,000 gallons or greater are spilled to surface waters. Self -maintained records shall be available during inspections or upon request. 'In the event that the CIWQS online SSO database is not available, the Operations Services Supervisor will notify SWRCB by phone in accordance with the time schedules identified above. In such an event, the City will submit the appropriate reports using the CIWQS online SSO database when the database becomes available. A copy of all documents that certify the submittal in fulfillment ofthis section shall be retained in the SSO file. 2 The City always has at least one LRO. Any change in the LRO(s) including deactivation or a change to contact information, will be submitted to the SWRCB within 30 days of the change by calling (866) 792A977 or emailing help@ciwqs.waterboards.ca.gov. 2004-2014 DKF Solutions Group, LLC. All rights reserved. OERP Page 16 City of Gilroy: Sewer System Management Plan, August 2019 page 87 Appendix D: Overflow Emergency Response Plan (OERP) For reporting purposes, if one SSO event of whatever category results in multiple appearance points in a sewer system, a single SSO report is required in CiWQS that includes the GPS coordinates for the location of the SSO appearance point closest to the failure point, blockage or location of the flow condition that cause the SSO, and descriptions of the locations of all other discharge points associated with the single SSO event. 11.2 Complaint Records The City maintains records of all complaints received whether or not they result in sanitary sewer overflows using the Work Task Sheet. These complaint records include: • Date, time, and method of notification • Date and time the complainant or informant first noticed the SSO or occurrence related to the call • Narrative description describing the complaint • A statement from the complainant or informant, if they know, of whether or not the potential SSO may have reached waters of the state • Name, address, and contact telephone number of the complainant or informant reporting the potential SSO (if not reported anonymously) • Follow-up return contact information for each complaint received (if not reported anonymously) • Final resolution of the complaint with the original complainant • Work service request information used to document all feasible and remedial actions taken All completed Work Task Sheets are forwarded to the Operations Services Supervisor. Hardcopies are archived and electronic copies are archived on the City server. This information will be maintained for a minimum of five years whether or not they result in an SSO. 12. Post SSO Event Debriefing ref. SWRCB Order No, 2006-0003-DWQ D.13vi(d) Every SSO event is an opportunity to evaluate the City response and reporting procedures. Each overflow event is unique, with its own elements and challenges including volume, cause, location, terrain, climate, and other parameters. As soon as possible after Category 1 and Category 2 SSO events all of the participants, from the person who received the call to the last person to leave the site, will meet to review the procedures used and to discuss what worked and where improvements could be made in preventing or responding to and mitigating future SSO events. The results of the debriefing will be documented and tracked to ensure the action items are completed as scheduled. 13. Failure Analysis Investigation ref. SWRCB Order No. 2006-0003-DWQ D.13vi(d) The objective of the failure analysis investigation is to determine the 'root cause" of the SSO and to identify corrective action(s) needed that will reduce or eliminate future potential for the SSO to recur or for other SSOs to occur. The investigation will include reviewing all relevant data to determine appropriate corrective action(s) for the line segment. The investigation will include: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 17 City of Gilroy: Sewer System Management Plan, August 2019 page 88 Appendix D: Overflow Emergency Response Plan (OERP) • Reviewing and completing the Sanitary Sewer Overflow Report (in Appendix B and Appendix C) and any other documents related to the incident • Reviewing the incident timeline and other documentation regarding the incident • Reviewing communications with the reporting party and witness • Reviewing volume estimate, volume recovered estimate, volume estimation assumptions and associated drawings • Reviewing available photographs • Interviewing staff that responded to the spill • Reviewing past maintenance records Reviewing past CCTV records, • Conducting a CCTV inspection to determine the condition of all line segments immediately following the SSO and reviewing the video and logs, • Reviewing any Fats, Oils, Roots and Grease (FROG) related information or results Post SSO debrief records • Interviews with the public at the SSO location The product of the failure analysis investigation will be the determination of the root cause and the identification and scheduling of the corrective actions. The Collection System Failure Analysis Form (in Appendix B and Appendix C) will be used to document the investigation. 14. SSO Response Training ref. SWRCB Order No. 2006-0003-DWQ D.13vi(d) This section provides information on the training that is required to support this Overflow Emergency Response Plan. 14.1 Initial and Annual Refresher Training All City personnel who may have a role in responding to, reporting, and/or mitigating a sewer system overflow will receive training on the contents of this OERP. All new employees will receive training before they are placed in a position where they may have to respond. Current employees will receive annual refresher training on this plan and the procedures to be followed. The City will document all training. Affected employees will receive annual training on the following topics by knowledgeable trainers: • The City's Overflow Emergency Response Plan and Sanitary Sewer Management Plan • Sanitary Sewer Overflow Volume Estimation Techniques • Researching and documenting Sanitary Sewer Overflow Start Times • Impacted Surface Waters Response Procedures • State Water Resources Control Board Employee Knowledge Expectations • Employee Core Competency Evaluations on Sanitary Sewer Operations • Water Ouality Sampling Plan The City will verify that annual safety training requirements are current for each employee, and that employees are competent in the performance of all core competencies. This will be verified through electronic testing, interviews and observations. The City will address, through additional training/instruction, any identified gaps in required core competencies. Through SWRCB Employee Knowledge Expectations training the employee will be able to answer the following: 1. Please briefly describe your name and job title. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 18 City of Gilroy: Sewer System Management Plan, August 2019 page 89 Appendix D: Overflow Emergency Response Plan (OERP) 2. Please describe for us approximately when you started in this field and how long you have worked for your agency. 3. Please expand on your current position duties and role in responding in the field to any SSO complaints. 4. Please describe your SOPs used to respond/mitigate SSOs when they occur. 5. Describe any training your agency provides or sends you to for conducting spill volume estimates. 6. We are interested in learning more about how your historical SSO response activities have worked in the field. We understand from discussions with management earlier that you use the OERP from the SSMP. Please elaborate on how you implement and utilize the procedures in the plan. 7. Historically, before any recent changes, can you please walk us through how you would typically receive and respond to any SSO complaints in the field? 8. Can you tell us who is responsible for estimating SSO volumes discharged? If it is you, please describe how you go about estimating the SSO volume that you record on the work order/service request forms? 9. What other information do you collect or record other than what is written on the work order form? 10- Describe if and when you ever talk with people that call in SSOs (either onsite or via telephone) to further check out when the SSO might have occurred based on what they or others know? If you do this, can you tell us where this information is recorded? 11. We understand you may be instructed to take pictures of some sewer spills/backups into structures. Other than these SSOs, when else would you typically take any pictures of an SSO? 12. Please walk us through anything else you'd like to add to help us better understand how your field crews respond and mitigate SSO complaints. 14.2 SSO Response Drills Periodic training drills or field exercises will be held to ensure that employees are up to date on these procedures, equipment is in working order, and the required materials are readily available. The training drills will cover scenarios typically observed during sewer related emergencies (e.g. mainline blockage, mainline failure, and lateral blockage). The results and the observations during the drills will be recorded and action items will be tracked to ensure completion. 14.3 SSO Training Record Keeping Records will be kept of all training that is provided in support of this plan. The records for all scheduled training courses and for each overflow emergency response training event and will include date, time, place, content, name of trainer(s), and names and titles of attendees. 14.4 Contractors Working On City Sewer Facilities All construction contractors working on City sewer facilities will be required to develop a project - specific OERP, will provide project personnel with training regarding the content of the contractor's OERP and their role in the event of an SSO, and to follow that OERP in the event that they cause or observe an SSO. Emergency response procedures shall be discussed at project pre -construction meetings, regular project meetings and after any contractor involved incidents. All service contractors will be provided, and required to observe contractor procedures. See Appendix D: Contractor Orientation. © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 19 City of Gilroy: Sewer System Management Plan, August 2019 page 90 Appendix D: Overflow Emergency Response Plan (OERP) 15. High Priority Assets The following assets need to be monitored and inspected prior to, during, and following an extreme weather event or natural disaster: ICritical Asset Location Access Monitor and Inspection Description I r 16. Authority • Health & Safety Code Sections 5410-5416 • CA Water Code Section 13271 • Fish & Wildlife Code Sections 5650-5656 • State Water Resources Control Board Order No. 2006-0003-DWQ • State Water Resources Control Board Order 2013-009-DWQ effective September 9, 2013 17. References • Sanitary Sewer Overflow and Backup Response Field Guide, 2013, DKF Solutions Group, LLC • Appendix A: Regulatory Notifications Packet • Appendix B: Sanitary Sewer Backup Packet • Appendix C: Sanitary Sewer Overflow Packet • Appendix D. Contractor Orientation © 2004-2014 DKF Solutions Group, LLC. All rights reserved. CERP Page 20 City of Gilroy: Sewer System Management Plan, August 2019 page 91 Appendix D: Overflow Emergency Response Plan (OERP) Appendix A REGULATORY NOTIFICATIONS PACKET © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Regulatory Notifications Packet Instructions: 1. Receive call from on -site sewer crew reporting a Sanitary Sewer Overflow. 2. Open this packet. 3. Refer to the Regulatory Reporting Guide (A-1) for instructions. 4. Use the SSO Reporting Checklist for the appropriate category of spill (A-2a or A-2b) to document that all notifications are made according to the reporting schedule. Contents: Form Paqe Number Regulatory Reporting Guide ............... ............................... A-1 Reporting Checklist: Category 1....................................... -2a Reporting Checklist: Categories 2 and 3 .......................... -2b Print on 6"x9" envelope 0 2004-2014 DKF Solutions Group. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 93 Appendix D: Overflow Emergency Response Plan (OERP) Regulatory Notifications Packet Regulatory Reporting Guide • See reverse side for contact information and definitions of the categories Spill '' of spills of untreated or partially treated wastewater from publicaIly owned sanitary sewer system from Private Category 1 Category 2 Category 3 Lateral • If SSO is greater than or equal to 1,000 gallons, call CaIOES at • (800) 852-7550. • Contact the Santa Clara Valley Water District for SSOs impacting channels/creeks/streams. If SSO impacts private property that may be due to a failure in the City sewer and/or if the City believes a claim for damages may be submitted against the City contact ABAG Plan • • • " Corporation and the Risk Manager/Human Resources Director. See Side B for contact information. If 50,000 gal or more were not recovered, begin water quality • sampling and initiate impact assessment Submit Draft Spill Report - Submit Draft Spill Report in the in the CIWQS* database CIWQS* database Certify Spill Report in CIWQS*. Certify Spill Report in the Update as needed until 120 days CIWQS* database. Update after SSO end time as needed until 120 days after SSO end time Certify Spill Report in the CIWQS* database. Update as needed until 120 days '• after SSO end time If 50,000 gal or more were not • . • _ recovered, submit SSO Technical Report using CIWQS* * In the event that the CIWQS online SSO database is not available, notify the Stale Water Resources Control Board (SWRCB) by phone or email until the CIWQS online SSO database becomes available: (See contact information on Side B) Note: For reporting purposes, if one SSO event results in multiple apptarali,a points, complete one SSO report in the CIWQS SSO Online Database, and report the location of the SSO failure point, blockage or location of the flow condition that caused the SSO, in the CIWQS SSO Online Database, including all the discharge points associated with the SSO event. © 2004-2014 DIKF Solutions Group, i All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 94 Appendix D: Overflow Emergency Response Plan (OERP) Regulatory Notifications Packet Regulatory Reporting Guide Contact Information CalOES Municipal Pooling Authority Linh Andren Risk Manager/Human Resources Director State Water Resources Control Board (SWRCB). Armando Martinez (800) 852-7550 (925) 482-0001 direct (925) 943-1100 Office (408)846-0205 (916) 341-5586 Armando.Martinez@waterboards.ca.gov Authorized Personnel The following are authorized to perform regulatory reporting: *Legally Responsible Official (LRO) is authorized to electronically sign and certify SSO reports in C1WQS. A-1 Side B Definitions of Spill Categories The response crew will complete the SSO Report form in the SSO Packet to document how category was determined. Category 1: Discharges of untreated or partially treated wastewater of any volume resulting from an enrollee's sanitary sewer system failure or flow condition that: • Reach surface water and/or reach a drainage channel tributary to a surface water; or • Reach a Municipal Separate Storm Sewer System (MS4) and are not fully captured and returned to the sanitary sewer system or not otherwise captured and disposed of properly. Any volume of wastewater not recovered from the MS4 is considered to have reached surface water unless the storm drain system discharges to a dedicated storm water or groundwater infiltration basin (e.g., infiltration pit, percolation pond). Category 2: Discharge of untreated or partially treated wastewater greater than or equal to 1,000 gallons resulting from a sanitary sewer system failure or flow condition that either: • Does not reach surface water, a drainage channel, or an MS4, or • The entire SSO discharged to the storm drain system was fully recovered and disposed of properly. Category 3: All other discharges of untreated or partially treated wastewater resulting from a sanitary sewer system failure or flow condition © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 95 Appendix D: Overflow Emergency Response Plan (OERP) Regulatory Notifications Packet Category 1 SSO Reporting Checklist A-2a Use this Checklist for Category 1 SSOs only STEP 1: Receive call from crew. STEP 2: 2-hour Notification ❑ If SSO is greater than or equal to 1,000 gallons, notify CalOES within 2 hours of the time the agency was notified of the spill (800) 852-7550: o Date Called: o Time called: _ ❑AM ❑PM o CalOES Control number: o CalOES Operator Name: STEP 3: As soon as possible If SSO impacts private property that may be due to a failure in the City sewer and/or if the City believes a claim for damages may be submitted against the City, notify the following: ❑ Contact ABAG Plan Corporation ❑ Contact Risk Manager/Human Resources Director STEP 4: Within 48-Hours after awareness of SSO ❑ Only if 50,000 gallons or more was not recovered, implement Water Quality Monitoring Plan. STEP 5: Within 3 Days after awareness of SSO ❑ Submit a Draft Spill Report using the CIWQS online reporting database. STEP 6: Within 15 Days after response conclusion ❑ Certify the Spill Report using the CIWQS online reporting database. Updates to the Spill Report may be made for up to 120 days following the conclusion of the SSO Response. STEP 7: Within 45 Days after SSO end time ❑ Within 45 days after the SSO end time, submit an SSO Technical Report using the CIWQS online reporting database only if 50.000 nations or more was spilled to surface waters. This form completed by: Name Title © 2004-2014 DKF Solutions Group, LLC. Al rights reserved. Date City of Gilroy: Sewer System Management Plan, August 2019 page 96 Appendix D: Overflow Emergency Response Plan (OERP) Regulatory Notifications Packet Category 2 & 3 SSO Reporting Checklist A-2b Use this Checklist for Category 2 and 3 SSOs only STEP 1: Receive call from crew. STEP 2: As soon as possible If SSO impacts private property that may be due to a failure in the City sewer and/or if the City believes a claim for damages may be submitted against the City, notify the following: (Please note: Notification depends on the property that was affected by the SSO, home basement, business, park, etc.) ❑ Contact ABAG Plan Corporation ❑ Contact Risk Manager/Human Resources Director STEP 3: Submit Draft Spill Report (Category 2 only) ❑ Submit a Draft Spill Report using the CIWQS online reporting database within 3 days after awareness of Category 2 SSO. STEP 4: Certify Spill Report ❑ Certify the Spill Report using the CIWQS online reporting database: • Category 2 SSO: Within 15 days afterthe conclusion of the response • Category 3 SSO: Within 30 days afterthe end of the calendar month In which the SSO occurred ❑ Updates to the Spill Report may be made for up to 120 days following the conclusion of the SSO Response. This form completed by: Name Title Date © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 97 Appendix D: Overflow Emergency Response Plan (OERP) Appendix B SANITARY SEWER BACKUP RESPONSE PACKET © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 98 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet Table of Contents Form Form Number Instructions and Chain of Custody .................................... ..... .. packet envelope Backup Response Flowchart.............................................................................. B-1 Bubbled Toilets Letter........................................................................................... -2 First Responder Form........................................................................................... -3 Sanitary Sewer Overflow Report ....................................... ..... .... -4 Start Time Determination Form............................................................................. -5 Volume Estimation Forms.....................................................................-6a, -6b, -6c LateralCCTV Report............................................................................................. -7 Claims Submittal Checklist....................................................................................-8 Collection System Failure Analysis Form.............................................................. -9 Customer Service Packet Instructions.......................................................................... packet envelope Customer Information.. ................... ...................................................... CS-1 ClaimForm.................................................................................................-2 Sewer Spill Reference Guide.......................................................... pamphlet Regulatory Notifications Packet Instructions................................................................................... envelope Regulatory Reporting Guide.................................................................... A-1 Category 1 SSO Reporting Checklist.......................................................-2a Category 2 & 3 SSO Reporting Checklist ............... .......... -2b Door Hanger For pre -assembled packets contact DKF Solutions Group at (707) 373-9709 or losscontrolasbcalobal.net © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 99 Appendix D: Overflow Emergency Response Plan (OERP) p If this is a Category 1 SSO greater than or equal to 1,000 gallons, IMMEDIATELY contact one of the Senior Civil Engineer/Operations Manager at (408) hob-uzio to make the 2- hour notification to CalOES. p If the backup is intolonto private property AND possibly due to a problem in the public sewer, notify Municipal Pooling Authority: Linh Andren at tyz5i 4bz-uuu'! (direct) or (925) 943-1100 (office) 0 Contact the Public Information Officer at (408) 846-0254 Don't forget photos! for any media requests. Field Crew: ❑ Follow the instructions on the Sewer Backup Response Flowchart (B-1). Note: If multiple dwelling units are affected, use one packet per unit and check here: 0 ❑ If indicated on the flowchart, give the customer the Bubbled Toilets Letter and/or the Customer Service Packet and have them initial here: Customer acknowledgement of receipt of Bubbled Toilets Letter Customer acknowledgement of receipt of Customer Service Packet ❑ Place completed forms in this envelope, complete the Chain of Custody record (right) and forward this packet to the Operations Services Supervisor. Print Name: Initial: Date: Time: Operations Services Supervisor: Print Name: Follow the instructions on the bottom of the Sewer Backup Response Flowchart (B-1). ❑ Complete the Regulatory Notifications Packet. Initial: ❑ Complete the Claims Submittal Checklist. Dale: ❑ Complete the Chain of Custody record (right) and forward this packet to Time: the Risk hllanagerlHuman Resources Director. Risk Manager/Human Resources Director: ❑ Refer to the Claims Submittal Checklist. City of Gilroy Overflow Emergency Response Plan: Sanitary Sewer Backup Packet © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (il Sanitary Sewer Backup Response Packet B- 1 Backup Response Flowchart Side A Was this ............................................ a toilet burp or YES similar due to City —�1 Provide Customer with the Bubbled Toilets Letter. activities? NO *Answer "NO"if the sewer Does the backup main is clear, OR there is no appear to be due to a indication of a recent problem in the CITY - blockage in the upstream or ownedlmaintained downstream manhole OR sewer line?' there is no property line clean out. YES If customer is nQ1 home: NO Complete Door Hanger and leave on customer's door. Leave a message on the customer's voicemail. If it is a Category 1 spill greater than or equal to 1,000 gallons, Immediately contact the Senior Civil Engineer/ Operations Manager and advise them to contact CaIOES to make 2-hour notification. I Address the cause of the SSOIBackup in the City Sewer - See Field Reference Guide, as necessary I YES Go to SSO Packet Has any procedures. sewage spilled Complete and then outside? return here. NO 1- Give customer the Customer Service Packet. (inside Sewer Backup envelope) 2. Ask the customer to initial the front of the Sewer Backup Packet Envelope, as appropriate. Make notifications indicated on the top of the Sewer Backup Envelope as appropriate y If customer is home: Recommend the customer shut off any appliances using water. • Explain to customer that the blockage is in their lateral and that the City does not have legal authority to maintain or perform work on privately owned laterals. Consider showing the customer the unobstructed flow in the public sewer to help explain that the blockage is in their lateral. • Consider cleaning the City-owned/maintained line manhole to manhole and other lines that may tie in to the main line. Recommend to customer they hire a contractor to clear their line. Give customer the Sewer Spill Reference Guide pamphlet. If the City wants one installed, follow City's procedures regarding installation of property line cleanouts. YES Has any sewage c © 2004-2014 DKF Solutions Group All rights reserved. NO Is there a E— property line cleanout? YES I NO City of Gilroy: Sewer System Management Plan, August 2019 page 101 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet Backup Response Flowchart B-1 Side B Continue Here From Side A 1. Remove the First Responder Form from the Sewer Backup Packet envelope and complete. 2. Take photographs of affected and non -affected areas, if allowed by customer. Try to get pictures showing where the damaged areas stopped. 3. Immediately contact Municipal Pooling Authority: Linh Andren (925) 482-0001 direct (925) 943-1100 Office W Complete the following forms (in the Sewer Backup Envelope): • Sanitary Sewer Overflow Report • Start Time Determination Form (Remember, the spill was probably already occurring before it was reported.) • Volume Estimation (Use one or more worksheets and/or methods listed in the Field Guide.) I Clean any overflow outside of the building. I Ask for permission to photograph the YES Can you locate a backflow prevention device backwater prevention device or cleanout and El photograph, if allowed. (BPD) or cleanout on the affected building? 1 NO 1. Complete a City work order to have lateral televised as soon as possible YES Do you want the r lateral televised? 2. Complete Lateral CCTV Report (inside (if applicable) the Sewer Backup Packet envelope) NO1 © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet B-2 Bubbled Toilets Letter Dear City of Gilroy Customer, Thank you for informing us that your toilet bubbled while our crews were working in proximity of your property. We apologize forthe inconvenience and hope thatthis lelterwill answersome of yourquestions about bubbling toilets. 1. Is this a health risk? The water that came out of your toilet is potable water from the toilet bowl. Unless your toilet was in use when this occurred, this water is no different than that encountered while cleaning your toilet. 2. What is the City doing in the street? In order to insure reliable sewer service, the City inspects, cleans, and repairs its sewer system on a continuous basis. 3. How does sewer cleaning cause my toilet to bubble? Typical industry cleaning equipment uses high-pressure water to clean sewers. The first step is to use the high-pressure water jets to propel the hose and cleaning nozzle upstream as far as 800 feet. During this process, air within the main pipe is displaced and sometimes goes up the private lateral pipe and releases though the toilet. This can also happen during the cleaning phase, when high-pressure water is pulled downstream to the cleaning truck. 4. What causes the air to come from my toilet? Over the years, City crews have found that the bubbling of toilets have many causes, some of which are: • Obstructed vent pipes; • Vent pipes that are positioned too far from the toilet; • Lateral pipes that may be in use as the crew is cleaning (e.g. draining washing machine, draining bathtub, etc.); • Lateral pipes that may have obstructions that are causing them to hold water (e.g. roots, grease, etc.). 5. What does City staff do, once informed of a bubbling toilet? Once notified of a bubbling toilet, the crew leader explains to the customer what has happened, and checks to see if there is a clean -out in the customer's yard that could be opened in the future during cleaning. The crew leader then makes notes and completes paperwork that puts the address on the City's notification list. In the future, crews will notice that this address was "bubbled" at one time, and, before commencing the cleaning, they will notify the occupant of the possibility of bubbling toilets. In the event the occupant is not present when the cleaning begins, the crews will attempt to open clean -outs and/or lower water pressure to avoid bubbling. 6. What can I do to prevent my toilet from bubbling? When a sewer begins to drain slowly, it may be a sign that it needs to be cleaned or repaired. Trees and shrubs may have root structures that are entering the lateral pipe. The homeowner needs to make sure to have a clean -out for accessing the line. It is the homeowner's responsibility to keep the sewer lateral pipe in good working condition. It is always a good idea to keep the toilet lid down when not in use, and not install carpets in the bathroom unless they can be easily removed and cleaned. For more information please call the Operations Services Supervisor at (408) 846- 0422. Sincerely, City of Gilroy © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 103 Appendix D: Overflow Emergency Response Plan (OERP) B-2 Sanitary Sewer Backup Response Packet Spanish Carta de Inodoros Burbujeados Estimado Cliente de la Ciudad de Gilroy: Gracias par habernos informado que su lavabo burbuje6 mientras que nuestros empleados estaban trabajando en proximidad a su propiedad. Le pedimos perd6n por la inconveniencia y esperamos que esta carta le contestara algunas de sus preguntas acerca de inodoros burbujeantes. 1. &Es riesgo de salud esto? El agua que sali6 de su inodoro es agua potable de la taza del inodoro Menos que su inodoro estaba en use cuando esto ocurri6, esa agua no es diferente de aquella encontrada mientras que limpia su inodoro. 2. 4Que esta haciendo la Ciudad en la calle? Para asegurar servicio de alcantarilla confiable, la Ciudad inspecciona, limpia, and repara su Sistema de alcantarillado en una forma continua. 3. 4C6mo causa la limpieza de la alcantarilla que burbujee mi inodoro? El equipamiento industrial de limpieza tipico usa agua de alta presi6n pars limpiaralcantarillas. La primer medlda es de usar chorros de agua de alta presi6n pars propulsar a la manguera y a la boquilla de limpieza contracorriente tan lejos Como ochocientos (800) pies. Durante este proceso, el aire dentro la tuberia principal es desplazada y a veces camina para arriba de la tuberia lateral privada y se libera por el inodoro. Esto tambien puede ocurnrdurante la fase de limpieza, cuando agua de alta presi6n esjalada corriente abajo al cami6n de limpieza. 4. LQue causa al aire que venga de mi inodoro? A to largo de los anos, los empleados de la Ciudad han encontrada que el burbujeo de inodoros tiene muchas causas, algunas de cuales son: • Tuberla de ventilaci6n obstruida; • Tuberia de ventilaci6n que esta posicionada muy lejos del inodoro; • Tuberla lateral que pueda estar en use mientras que los empleados est6n limpiando (por ej., vaciando la maquina de lavar, vaciando el bano, etcetera); • Tuberia lateral que podra tener obstrucciones que estan causandola a contener agua (por ej., raices, grasa, etcetera). 5. 4Que hate el personal de la Ciudad, una vez informados de un inodoro burbujeante? Una vez notificado de un inodoro burbujeante, el lider de nuestros empleados le explica al cliente to que ha ocurrido, y hate un chequeo para ver si hay una limpieza general en el patio del cliente que se pudiera abrir en el futuro durante la limpieza. El lider de personal luego toma apuntes y completa papeleo que pone a la direction en la lista de notificaci6n de la Ciudad. En el futuro, los empleados tomaran nota que hubo un tiempo en que esta direccion fue «burbujeadav, y, antes de empezar la limpieza, ellos le avisaran al ocupante de la posibilidad de inodoros burbujeantes. En el evento que el ocupante no este presente cuando la limpieza empiece, los empleados trataran de abrir las limpiezas generales y/o rebajar la presi6n del agua para impedir la ocurrencia de burbujeo. 6. &Que puede hater Para impedir a mi inodoro de burbujeando? Cuando una alcantarilla empieza a desaguar lentamente, puede que sea un indicio que se necesita limpiar o reparar. Puede que los arboles y arbustos tengan estructuras de raices que esten entrando a la tuberia lateral. El dueno/la duena de casa necesita asegurar de tener una limpieza general para acceder la IInea. Es la responsabilidad del dueno/la duena de mantener la tuberia de alcantarilla lateral en buena condici6n operativa. Siempre es buena idea de mantener la taps del inodoro bajada cuando no este el inodoro en uso, y no instalar alfornbra en el cuarto de bano mends que esa se pueda guitar y limpiar Para mas informaci6n, por favor Ilame a el Supervisor de Servicios de Operaciones del numero de telefono (408) 846-0422. Atentamenle, La Ciudad de Gilroy © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 104 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet First Responder Form B-3 Side A Fill out this form as completely as possible. Ask customer if you may enterthe home. If so, take photos of all damaged and undamaged areas. PERSON COMPLETING THIS FORM: PHONE: Name: DATE: Title: TIME: TIME STAFF ARRIVED ON -SITE: DID CUSTOMER CALL CLEANING CONTRACTOR? ❑ Yes ❑ No If YES, name of contractor - RESIDENT NAME: ❑ Owner ❑ Renter STREET ADDRESS: �ll��/_\1�_1►1�t�l�l PHONE: IF RENT, PROPERTY MANAGER(S): OWNER: STREET ADDRESS: CITY, STATE AND ZIP: PHONE: Is nearest upstream manhole visibly higher than the drain/fixture that overflowed'? ❑ Yes ❑ No # OF PEOPLE LIVING AT RESIDENCE: Approximate Age of Home: I # of Bathrooms: # of Rooms Affected: Approximate Amount of Spill (gallons): Approximate Time Sewage Has Been Sitting (hrsldays): Numbers of Photographs or Videos Taken: What device are photos/video stored on? ❑ Photographs ❑ Video Does property have a Property Line Cleanout or BPD? ❑ YES ❑ NO ❑ Unknown If yes, was the Property Line CleanouUBPD operational at the time of the overflow? ❑ YES ❑ NO ❑ Unknown Have there ever been any previous spills at this location? ❑ YES ❑ NO ❑ Unknown Has the resident had any plumbing work done recently? ❑ YES ❑ NO !f YES, piease describe: GO TO SIDE B © 2004-2054 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 105 Appendix D: Overflow Emergency Response Plan (il Sanitary Sewer Backup Response Packet First Responder Form SANITARY SEWER LINE BLOCKAGE LOCATION PLEASE CHECK THE BOXES THAT DESCRIBE YOUR OBSERVATIONS: Customer Cleanout Was: Public Cleanout was: ❑ Non -Existent ❑ Non -Existent ❑ Full ❑ Full ❑ Empty ❑ Empty Recommended Follow -Up Action(s): 6-3 Side B On the diagram below, indicate the location of the sewer line and where the problem occurred. Affected Upstream House House Did sewage go under buildings? ❑ Yes ❑ No ❑ Unsure Place completed form in Sewer Backup Envelope and follow routing instructions © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 106 Appendix D: Overflow Emergency Response Plan (ii Sanitary Sewer Backup Response Packet B-4 Sanitary Sewer Overflow Report Side A INSTRUCTIONS: Complete all items EXCEPTthose that are shaded gray SSO Category (check one) ❑ Category 1: Discharge of untreated or partially treated wastewater of any volume resulting from a sanitary sewer system failure or flow condition that either (1) Reaches surface water and/or drainage channel tributary to a surface water; OR (2) Reached a Municipal Separate Storm Sewer System (MS4) and was not fully captured and returned to the sanitary sewer system or otherwise captured and disposed of properly. ❑ Category 2: Discharge of untreated or partially treated wastewater greater than or equal to 1,000 gallons resulting from a sanitary sewer system failure or flow condition that either (1) Does not reach surface water, a drainage channel, or an MS4, OR (2) The entire SSO discharged to the storm drain system was fully recovered and disposed of properly. ❑ Category 3: AJI other discharges of untreated or partially treated wastewater resulting from a sanitary sewer system failure or flow condition ❑ Spill from Private Lateral (specify): ❑ Single Family Home ❑ Multi -Family Home ❑ High Density Residential (5+units) ❑ Food Service Establishment (FSE) ❑ Mixed Use Property ❑ Industrial Property ❑ Commercial Property ❑ Public quasi -public institution (hospital, schools, fire department, etc.) IMMEDIATE NOTIFICATION: If this is a Category 1 SSO?1,000 gallons, contact CaIOES within 2 hours at (800) 852-75W A. • LOCATION SSO Location Name: Latitude Coordinates`', Longitude Coordinates: Street Name and Number: Nearest Cross Street. City. Zip Code: County: SSO Location Description Estimated SSO start date: Estimated SSO start time: Date SSO reported to sewer crew', Time SSO reported to sewer crew: Date sewer crew arrived: Time sewer crew arrived: Who was interviewed to help determine start time? Estimated SSO end date: Estimated SSO end time: SSO Appearance Point (check one or more). ❑ Combined Sewer D.I. (Combined CS Only) ❑ Force Main ❑ Gravity Mainline ❑ Lateral Cleanout (Private) ❑ Lateral Cleanout (Public) ❑ Inside Building or Structure ❑ Manhole ❑ Pump Station ❑ Lower Lateral (Private) ❑ Lower Lateral (Public) ❑ Upper Lateral (Private) ❑ Upper Lateral (Public) ❑ Other Sewer System Structure (specify): Were there multiple appearance points? ❑ No ❑ Yes, number of appearance points. Did the SSO reach a drainage channel and/or surface water? ❑ Yes (Category 1) ❑No If the SSO reached a storm sewer, was it fully captured and returned to the Sanitary Sewer? ❑ Yes ❑No (Category 1) Was this spill from a private lateral? ❑ Yes ❑No If YES, name of responsible party: Final Spill Destination ❑ Oceanlocean beach* ❑ Surface waters other than ocean ❑ Drainage channel ❑ Building/structure ❑ Separate Storm drain ❑ Combined storm drain ❑ Paved surface ❑ Unpaved surface ❑ Street/curb/gutter ❑ Other: `Provide name(s) of affected drainage channels, beach, etc.: Total Estimated SSO volume (in gallons — 1,000gal or more = Category 1): gallons) Est. volume that reached a separate storm drain that flows to a surface water body: gal Recovered: gal Est. volume that reached a drainage channel that flows to a surface water body: gal Recovered: gal Est. volume discharged directly to a surface water body: gal Recovered: gal Est. volume discharged to land: gal Recovered: gal Calc. Methods: ❑Eyeball ❑Photo Comparison ❑Upstream Lat. Connections ❑Areallolume (incluee sketch/photo with dimensions) ❑Other (describe): If multiple appearance points, use the GPS coordinates for the location of the SSO appearance point closest to the failure point/blockage. © 2004-2014 DIKE Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 107 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet-4 Sanitary Sewer Overflow Report I Side B Where did failure occur? (check all that appy): []Air Relief or Blow -Off Valve ❑ Force Main ❑ Gravity Mainline ❑ Siphon ❑ Lower Lateral (public) ❑ Lower Lateral (private) ❑ Manhole ❑ Pump Station (specify): oControls oMechanical oPower ❑ Upper Lateral (public) ❑ Upper Lateral (private) Other: SSO cause (check au thatapp'y): ❑ Air Relief or Blow -Off Valve Failure ❑ Construction Diversion Failure ❑ CS Maintenance ❑ Damage by others ❑ Debris (specify): ofrom Construction ofrom Lateral oGeneral oRags ❑ Flow Exceeded Capacity ❑ FROG (Fats, roots, oil, grease) ❑ Inappropriate Discharge ❑ Natural Disaster ❑ Operator Error ❑ Root Intrusion ❑ Pipe Structural Problem/Failure ❑ Pipe Structural Problem/Failure (Installation) ❑ Rainfall Exceeded Design ❑ Pump Station Failure (specify). oControls oMechanical oPower ❑ Siphon Failure ❑ Vandalism ❑ Surcharged Pipe ❑ Non - Dispersible Wipes ❑ Other (specify). Diameter (in inches) of pipe at point of blockagelspill cause (if applicable) Sewer pipe material at point of blockagelspill cause (if applicable): Estimated age of sewer asset at the point of blockage or failure (if applicable) Description of terrain surrounding point of blockage/spill cause: ❑ Flat ❑ Mixed ❑ Steep SSO response activities (check all that apply): ❑ Cleaned -Up ❑ Mitigated Effects of Spill ❑ Contained All or Portion of Spill ❑ Restored Flow ❑ Returned All Spill to Sanitary Sewer System ❑ Returned Portion of Spill to Sanitary Sewer System ❑ Property Owner Notified ❑ Other Enforcement Aqencv Notified (specifv) ❑ Other (specify). SSO response completed (date & time): Visual inspection result of impacted waters (if applicable). Any fish killed? ❑ Yes ❑ No Any ongoing investigation? ❑ Yes ❑ No Were health warnings posted? ❑ Yes ❑ No If yes, provide health warning/beach closure posting/detals: Was there a beach closure? ❑ Yes ❑ No If yes, name of closed beach(es): Were samples of impacted waters collected > ❑ Yes ❑ No If YES, select the analyses: ❑ DO ❑ Ammonia ❑ Bacteria ❑ pH ❑ Temperature ❑ Other: Recommended corrective actions: (check all that apply and provide detail) ❑ Add sewer to preventive maintenance program ❑ Adjust schedule/method of preventive maintenance ❑ Enforcement action against FROG source ❑ Inspect Sewer Using CCTV to Determine Cause ❑ Plan rehabilitation or replacement of sewer ❑ Repair Facilities or Replace Defect ❑ Other (specify) What major equipment was used in the response? List all agency personnel involved in the response including name, title and their role in the response: This form prepared by: NAME, TITLE: DATE This form reviewed by: NAME: TITLE: DATE. Place completed form in Sewer Backup Envelope and follow routing instructions. © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 108 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet Start Time Determination Form SSO Start Date: Location: Accurate start time determination is an essential part of SSO volume estimation. Depending on the flow rate, being even one minute off can have a huge impact on the volume estimation. Be as precise as possible. Do not round to quarter hour increments. Start time must be based on all available information (interviews with neighbors, emergency responders, etc.) What time was the City notified of the SSO? ❑ AM ❑ PM Who notified the City? Did they indicate what time they noticed the SSO? ❑ YES ❑ NO If yes, what time? ❑ AM ❑ PM Who at the City received the notification? What time did the crew arrive at the site of the SSO? ❑ AM ❑ PM Who was interviewed regarding the start time of the SSO? Include their name, contact information, and the statement they provided: Name Contact Information Statement Describe in detail how you determined the start time for this particular SSO: SSO Start Date. SSO Start Time. ❑ AM ❑ PM SSO End Date: SSO End Time: ❑ AM ❑ PM SSO Duration: minutes This form completed by: Name: Signature: © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 109 Appendix D: Overflow Emergency Response Plan (OERP) Job Title: Date: © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) SSO Date: Sanitary Sewer Backup Response Packet Volume Estimation: Eyeball Estimation Method Use this method only for small SSOs of less than 200 gallons. Location: STEP 1: Position yourself so that you have a vantage point where you can see the entire SSO. STEP 2: Imagine one or more buckets or barrels of water tipped over. Depending on the size of the SSO, select a bucket or barrel size as a frame of reference. It may be necessary to use more than one bucket/barrel size. STEP 3: Estimate how many of each size bucket or barrel it would take to make an equivalent spill. Enter those numbers in Column A of the row in the table below that corresponds to the bucket/barrel sizes you are using as a frame of reference. STEP 4. Multiply the number in Column A by the multiplier in Column B. Enter the result in Column C. A B C Size of bucket(s) or How many Multiplier Estimated SSO barrel(s) of this size? Volume (gallons) 1 gallon water jug x 1 gallons 5 gallon bucket x 5 gallons 32 gallon trash can x 32 gallons 55 gallon drum x 55 gallons Other: gallons x gallons Estimated Total SSO Volume: STEP 5: Is rainfall a factor in the SSO? ❑ Yes ❑ No If yes, what volume of the observed spill volume do you estimate Is rainfall? gallons If yes, describe how you determined the amount of rainfall in the observed spill? STEP 6: Calculate the estimated SSO volume by subtracting the rainfall from the SSO volume: oallons — oallons = aallons Estimated SSO Volume Rainfall Total Estimated SSO Volume Do you believe that this method has estimated the entire SSO? []Yes ❑ No If no, you MUST use additional methods to estimate the entire SSO. If yes, it is advisable to use additional methods to support the estimation. Explain why you believe this method has/has not estimated the entire SSO: This worksheet completed by: Name: Signature: Job Title: Date: © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 111 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet Volume Estimation: Duration and Flow Rate Comparison Method SSO Date: Location: STEP 1: Compare the SSO to reference images on Side 2 to estimate flow rate of the current overflow. Describe which reference photo(s) were used and any additional factors that influenced applying the reference photo data to the actual SSO: Flow Rate Based on Photo Comparison: qallons per minute (gpm) STEP 2: Complete the Start Time Determination Form to provide a detailed description of how start time was determined. Copy the SSO Duration from the Start Time Determination Form here: SSO Duration: minutes STEP 3: Multiply the flow rate by the SSO duration to calculate the estimated SSO volume. corn X minutes = gallons Flow Rate SSO Duration Estimated SSO Volume STEP 4: Did the SSO occur during a period of consistent flow in this portion of the system? []Yes ❑ No If no, explain how, based on this portion of the collection system and Its users, you believe it may have impacted the estimated SSO volume: By what percentage are you adjusting the estimation? ❑ increase ❑ decrease % Translate the percentage into gallons gallons STEP 5: Calculate the adjusted SSO volume estimate: gallons + or - aallons = gallons Estimated SSO Volume Adjustment Estimated SSO volume Do you believe that this method has estimated the entire SSO? ❑Yes []No If no, you MUST use additional methods to estimate the entire SSO. If yes, it is advisable to use additional methods to support the estimation. Explain why you believe this method has/has not estimated the entire SSO: This worksheet completed by: Name: Signature: Job Title: Data © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 112 Appendix D: Overflow Emergency Response Plan (OERP) B-6b Sanitary Sewer Backup Response Packet Side 2 Volume Estimation: Duration and Flow Rate Comparison Method IMPORTANT NOTE: These photographs are provided as examples only and will change with many factors. Far View Near View Far View SSCSC Manhole Overflow Gauge CWEA Southern Section Collections Systems Committee Overflow Simulation courtesy of Eastern Municipal Water District 5 gpm 25 gpm 50 gpm 100 gpm y 150 gpm 200 gpm 300 gpm 400 gpm © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 113 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet Volume Estimation: Upstream Lateral Connections Method SSO Date: Location: STEP 1: Determine the number of Equivalent Dwelling Units (EDUs) for this SSO: EDUs NOTE: A single-family residential home = 1 EDU. For commercial buildings, refer to agency documentation. STEP 2: This volume estimation method utilizes daily usage data based on flow rate studies of several jurisdictions in California. Column A shows how an average daily of usage of 180 gallons per day is distributed during each 6-hour period. Adjust the table as necessary to accurately represent the actual data. Complete Column E by entering the number of minutes the SSO was active during each 6-hour time period. Multiply column D times Column E to calculate the gallons spilled during each time period. Add the numbers in Column F together for the Total Estimated SSO Volume per EDU. Flow Rate Per EDU SSO A B C D E F Gallons Hours A=B = C=60 = Minutes SSO D x E = per per Gallons Gallons was active Gallons spilled Time Period Period period per Hour per Minute during period per period I6am-noon 72 6 12 0.20 noon-6pm 36 6 6 0.10 I6pm-midnight 54 6 9 0.15 midnight-6am 18 6 3 0.05 Total Estimated SSO Volume per EDU: STEP 3: Multiply the Estimated SSO Volume per EDU from Step 2 by the number of EDUs from Step 1. gallons X = oallons Volume per EDU # of EDUs Estimated SSO Volume STEP 4: Adjust SSO volume as necessary considering other factors, such as activity that would cause a fluctuating flow rate (doing laundry, taking showers, etc.). Explain rationale below and indicate adjusted SSO estimate (attach a separate page if necessary): Estimated SSO Volume: gallons Do you believe that this method has estimated the entire SSO? [--]Yes ❑ No If no, you MUST use additional methods to estimate the entire SSO. If yes, it is advisable to use additional methods to support the estimation. Explain why you believe this method has/has not estimated the entire SSO: This wcrksheet completed by: Name: Signature: Job Title: Date: © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 114 Appendix D: Overflow Emergency Response Plan (OERP) PLEASE COMPLETE AS THOROUGHLY AS POSSIBLE PERSON COMPLETING TH16 rUkM: DATE: PHONE: CAMERA TYPE: LOGA I ION OF CAMERA ENTRY: AFFECTED PROPERTY STREET ADDRESS: CITY, STATE AND ZIP: PHONE WEATHER AT TIME OF CCTV WORK: PLEASE CHECK ALL THA-1 WERE DISCOVERED — Describe Extent & Location Using Camera Entry Point As Reference: ❑ Broken Lateral — Describe: Depth: ❑ Roots —Severity: ❑Light ❑Moderate ❑Heavy ❑ Grease —Severity: ❑Light ❑Moderate -]Heavy ❑ Sag— Describe: Depth: ❑ BPD — Describe: Location: ❑ Cleanout— Describe: Location: ❑ Joint/Junction —Describe Depth ❑ Grade — Describe: ❑ Grit —Severity: ❑Light ❑Moderate ❑Heavy ❑ Other — Describe: LOCATION OF CAMERA STOP: DESCRIBE AREA TV'd: UPSTREAM MANHOLE #: TIME OF OVERFLOW: TIME BLOCKA(zt NLILI u: TIME LATERAL TV'd: ucr i n yr LATERAL: RECOMMENDED FOLLOW UP WORK ACTIONS: Mark for USA location? ::]Yes ❑No I Lateral Locations Marked in Green Paint? ❑Yes []No SIGNATURE OF EMPLOYEE PERFORMING TV WORK: I DATE If applicable, place completed form in Sewer Backup Packet and follow routing instructions. © 2004-2014 l Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet B-8 Claims Submittal Checklist Operations Services Supervisor 1. Complete the following information: Title: Name: Phone: Today's Date: 2. Copy the items listed below and retain originals for internal archiving purposes. 3. Place the originals back in the Backup Response Envelope and forward envelope with original forms to the Finance Department: ❑ Form B-3: First Responder Form ❑ Form B-4: Sanitary Sewer Overflow Report 0 Form B-5: Start Time Determination Form 0 Form B-6: Volume Estimation Forms (a, b andfor c) ❑ Form B-7: Lateral CCTV Report 13 Form B-8: Claims Submittal Checklist (this form) ❑ All photos taken: Check here if digital photographs will be forwarded separately ❑ ❑ Any other information you feel is important in this claim 4. Go to Regulatory Notifications Packet and make all appropriate notifications. 5. Complete Form BP-9: Collection System Failure Analysis Risk Manager/Human Resources Director 1. Verify claims packet is complete. 2. Notify Municipal Pooling Authority Linh Andren 1911 San Miguel Dr, #200 Walnut Creek, CA 94596 (925) 482-0001 direct (925) 943-1100 Office © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 116 Appendix D: Overflow Emergency Response Plan (OERP) B_9 Sanitary Sewer Backup Response Packet Collection System Failure Analysis Side A Incident Report # I Prepared By SSO/Backup Information Event Date/Time Address Volume Spilled Volume Recovered Cause Summary of Historical SSOstBackups/Service Calls/Other Problems Date Cause Date Last Cleaned Crew Records Reviewed By. Summary of CCTV Information Record Review Date: CCTV Inspection Date Tape Name/Number CCTV Tape Reviewed By CCTV Review Date Observations Go to Side B © 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Recommendations Type No Changes or Repairs Required Repair(s) Construction Capital Improvement(s) Change(s) to Maintenance Procedures Change(s) to Overflow Response Procedures Training M isc. Comments/Notes. Review Date. Sanitary Sewer Backup Response Packet Collection System Failure Analysis Specific Actions nla Who is Responsible? nla © 2004-2014 DKF solutions Group All rights reserved. B-9 Side B Completion Who Will Verify Deadline Completion? nla nla City of Gilroy: Sewer System Management Plan, August 2019 page 118 Appendix D: Overflow Emergency Response Plan (OERP) Customer Service Packet Contents: Form Form Number Customer Information Letter ----------------- ---------------------------- ......................... CS-1 ClaimForm..................................................................................................... -2 Sewer Spill Reference Guide...............................................................pamphlet Instructions: 1. Review the Customer Information letter to determine actions that need to be taken immediatelv. 2. See the Customer Information letter for information about filing a claim. 3. Review the Sewer Spill Reference Guide pamphlet. If you have any questions contact: Regarding Sewer Issues: Operations Services Supervisor (408) 846-0422 Regarding Submitting a Claim for Damages: Risk Manager/Human Resources Director (408) 846-0205 This packet provided by: Phone: Paquete informativo del servicio al cliente Contenido: Formulario Numero de formulario Carta informativa para el cliente..........................................................................CS-1 Formulario de Reclamacion...................................................................................... -2 Gufa de referencia sobre desbordes cloacales............................................ ..... folleto Instrucciones: 1. Analice la carta informativa para el cliente a fin de determinar las medidas que se deben tomar de manera inmediata. 2. Consulte la carta informativa para el cliente a fin de obtener informacion sobre c6mo presentar un reclamo. 3. Analice el folleto de la gufa de referencia sobre desbordes cloacales. En caso de preguntas, comuniquese con: Para temas cloacales: Supervisor de Servicios de Operaciones (408) 846-0422 Para presentar un reclamo por dahos: Gerente de Riesgos/Director de Recursos Humanos (408) 846-0205 Print on 6° x 9" envelope © 2004 ❑KF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 119 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet Customer Information Regarding Sewer Backup Claims Dear Property Owner We recognize that sewer back flow incidents can be stressful. The City has prepared this brief set of instructions to help you minimize the impact of the loss by responding promptly to the situation. The City is not responsible for cleanup charges or damages caused by blockages in the property owner's sewer line or caused by code violations. At this time, the City is investigating the cause of the loss and does not assume liability for damages. However, if our investigation determines the City is responsible for this incident, the costs you incur for reasonable and necessary cleanup will be included in the settlement of your claim. Regardless of whether you or the City is responsible for the loss, it is up to you to arrange for the repair of your property and to present a claim for consideration. You or the property owner should immediately contact a firm for clean-up of the affected areas. If you do not know of a company to call for service, the following 24-hour emergency restoration companies are available to respond: Restoration Company Location Contact American Technologies, Inc. (ATI) 25000 Industrial Blvd, Hayward, CA 94545 (510) 429-5000 Complete Drying _ 751 Laurel St #538, San Carlos, CA 94070 (650) 591-1599 / (925) 525-7262 Ideal Drying 1499 Evans Avenue, San Francisco, CA 94124 (800) 379-6881 Restoration Management 535 Getty Ct., Ste A, Benicia, CA 94510 (800) 400-5058 / (707) 750-6320 Restoration Management 32550 Central Ave_, Union City, CA 94587 (800) 400-5058 / (510) 315-5400 Montgomery Sansom Ltd. 305 Adrian Road, Millbrae, CA 94030 (650) 777-9010 Britannia Cal Pacific _ 255 S Maple Ave, SSF, CA 94080 (650) 742-6490 Four Star Cleaning & Restoration 4302 Solar Way, Fremont, CA 94538 (800) 255-3333 / (510) 796-5900 Servpro 809 Laurel Street, #422, San Carlos, CA 94070 (800) 737-8776 1 (650) 591-4137 Vital Restoration 9-1-1 6 South Linden Ave. Unit#9, South San Francisco, CA 94080 Service Master 2731 Fair Oaks Ave., Redwood City, CA 94063 Service Master 439 Eccles Ave. South San Francisco, CA 94080 Service Master 2220 W Winton Ave., Hayward, CA 94545 (650) 262-4545 1 (650) 873-7867 (650) 299-9080 (415) 584-6100 (800) 480-8439 1 (510) 300-2990 " This list is provided as a resource only. The City does not require or endorse the use of any of these firms. This list is not to be construed as exclusive, comprehensive or limiting in any way. Qualified contractors can be found in the Yellow Pages under "Water Damage Restoration" or "Fire & Water Damage Restoration". However, be sure you hire a firm with experience in sewer backups and enough resources to get the job done quickly. What you need to do now: • Contact a restoration company for clean up and removal of affected surfaces. • Do not attempt to clean the area yourself, let the company you hire handle this. • Keep people and pets away from the affected area(s). • Turn off heatinglair conditioning systems. • Turn off any appliances that use water. • Prevent any material from reaching floor vents to prevent contamination. • Do not remove items from the area —the company you hire will handle these contents. • If you had recent plumbing work, contact your plumber or contractor. • Contact your homeowner's insurance carrier to report a claim. • File your claim with Risk Manager/Director of Human Resources, 7351 Rosanna Street, Gilroy CA 95020 (408) 846-0205, as soon as practical. The California Government Code, Sections 900 -960, requires filing a written claim and outlines specific time lines and notice procedures that must be used. • Call the City's Claims Administrator and provide a numberwhere you can be reached: Municipal Pooling Authority, Linn Andren at (925) 482-0001 (direct) or (925) 943-1100 (office). Important Leoal Notice: Foryour protection, read carefully, obtain a reliable translation, and/or consult your attorney. CQ 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 120 Appendix D: Overflow Emergency Response Plan (OERP) Paquete informative de la respuesta ante desbordes Informaci6n del cliente sobre reclamos C�� 1 por desbordes cloacales Estimado Propietario: Somos conscientes de que los incidentes de alcanlarillado de flujo puede ser estresante. La ciudad ha preparado este breve oonjunto de instrucciones que le ayudaren a minimizar el impacto de la perdida por responder r6pidamente a la situation. La Ciudad no es responsable de los gastos de limpieza y danos causados par los bloqueos en linea de la alcantarilla del propietarlo del inmueble o causados por violaci6nes de c6digo. En este momento, la Ciudad esta investigando la causa de la perdida y no asume responsabilidad por los danos y perjuicios. Sin embargo, si nuestra investigaci6n determina la Ciudad es responsable de este incidents, los gastos incurridos para la limpieza razonable y necesario so incluir6n en la liquidacidn de su reclamo. Independientemente de si o de la Ciudad es responsable de la perdida, es a usted para organizar la reparaci6n de su propiedad y que presente una reclamaci6n para su consideration. Usted o el dueno de la propiedad debe Inmediatamente ponerse en contacto con una empresa para la limpieza de las zonas afectadas. Si usted no sabe de una empresa de solicitar un servicio, las siguientes 24 horas, empresas de restauraci6n de emergencia estan disponibles para responder:* Restoration Company Location Contact American Technologies, Inc. (ATI) 25000 Industrial Blvd, Hayward, CA 94545 (510) 429-5000 (650) 591-1599 / (925) 525-7262 (800) 379-6881 (800) 400-5058 1 (707) 750-6320 (800) 400-5058 / (510) 315-5400 (650) 777-9010 (650) 742-5490 (800) 255-3333 1 (510) 796-5900 (800) 737-8776/(650) 591-4137 Complete Drying 751 Laurel St #538, San Carlos, CA 94070 Ideal Drying 1499 Evans Avenue, San Francisco, CA 94124 Restoration Management 535 Getty Ct., Ste A, Benicia, CA 94510 Restoration Management 32550 Central Ave., Union City, CA 94587 Montgomery Sansom Ltd, 305 Adrian Road, Millbrae, CA 94030 Britannia Cal Pacific 255 S Maple Ave, SSF, CA 94080 Four Star Cleaning & Restoration 4302 Solar Way, Fremont, CA 94538 Servpro 809 Laurel Street, #422, San Carlos, CA 94070 Vital Restoration 9-1-1 6 South Linden Ave. Unit#9, South San Francisco, CA 94080 (650) 262-4545 1 (650) 873-7867 Service Master 2731 Fair Oaks Ave., Redwood City, CA 94063 (650) 299-9080 Service Master 439 Eccles Ave. South San Francisco, CA 94080 (415) 584-5100 Service Master 2220 W Winton Ave., Hayward, CA 94545 (800) 480-8439 / (510) 300-2990 * Esta lista se proporciona Como un unico recurso. La ciudad no necesita ni aprueba el use ue cualquiera de estas empresas. Esta lista no debe ser interpretado Como exclusiva, completa o limiar de ninguna manera. Contratistas califiicados se pueden encontrar en las paginas amarillas bajo "Restauraci6n de danos causados agua" o "Fuego y Agua Restauracidin de danos causados". Sin embargo, aseg6rese de contratar a una empresa con expenencia en las copias de segundad de drenaje y los recursos suficientes para hater el trabajo rapidamente. Lo que necesita saber en este momento: • P6ngase en contacto con una empresa de restauraci6n para la limpieza y eliminaci6n de las superficies afectadas. • No intente limpiar el area, deje que la empresa de contratar a manejar esto. . Mantenga a las personas ya las mascotas alejados de la zona afectada (s). . Apague la calefacci6n / aire acondicionado. . Apague todos Ins electrodomesticos que utilicen agua. • Evite que el material alcance respiraderos del piso para evitar la contaminaci6n. . No quitar elementos de la zona-la empresa que se encargara de contratar a estos contenidos. • Si ha tenido el trabajo de plomeria reciente, p6ngase en contacto con un plomero o contratista. • P6ngase en contacto con soporte de su seguro de propietario para presentar una reclamaci6n. • Presente su solicitud con el Gerente de Riesgos/Director de Recursos Humanos, 7351 Rosanna Street, Gilroy CA 95020 (408) 846-0205, tan pronto como sea posible. El C6digo de Gobierno de California, Secciones 900 -960, requiere la presentaci6n de una reclamaci6n per escrlto y se esbozan lineas de tiempo especificos y los procedimientos de notificaci6n que deben ser utilizados. • Llame al Administrador de la Ciudad de Reclamaciones y proporcionar un n6mero de telefono donde se puede Ilegar. Municipal Pooling Authority, Linh Andiron al (925) 482-0001 (direct) o (925) 943-1100 (office). Aviso legal imoortante: Para su proteccidn, lea atentamente el material, obtenga una traducci6n wnfiable y/o hable con su abogado. CQ 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 121 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Backup Response Packet CS-2 Claim Form INSERT CLAIM FORM. CQ 2004-2014 DKF Solutions Group All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 122 Appendix D: Overflow Emergency Response Plan (OERP) u �-, U Poo 6 I:I �o p +' N IU O Lr7 a"' O Sr w Ej u ® o � �o ® °�eo �A °�� moo© a �d ® a LE._ 'O � m n doN � s� �` �A r4�+ ��] �U ® vf°i r N B' �, 'p C G1 N `m ❑ U L� W O '. 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W 18 warerR @loudy,Rs e� @easpoon RfR... choldRleach Il l l lgallonRl>Rater.® ( Wash Rlnthesmv.rn Ruri ng@lean up RtRmmvaterm ndm detergentgwash®partMrom Rncontam inated Rlothes).@ ( Waslt[dlothcs@ontaminatcd[kith3cwagc®n®ot5raterD and Re[ergent f6onssderRstngRRanndromatalntil Lyour@ nsitc@uastcwater@ystcmRas ®crnl$rotcssionally© respected®red Rervieed, @ ( %eek®nirn ediatemtten LinnMrlp.0 Recntne Rilured/ill.M City of Gilroy: Sewer System Management Plan, August 2019 page 124 Appendix D: Overflow Emergency Response Plan (OERP) On (date) City of Gilroy City of Gilroy , at (location) On (date) we responded to a reported blockage of the sanitary sewer service to your property. We discovered a blockage in: O The sanitary sewer main and cleared the line O Your sanitary sewer lateral, which is your responsibility to maintain. If you require assistance to clear your portion of the lateral you can look on the Internet or in the Yellow Pages of your telephone book under "Sewer Contractors" or "Plumbing Drains & Sewer Cleaning". If you plan to hire a contractor we recommend getting estimates from more than one company. City of Gilroy representative notes: City of Gilroy Representative: For questions or comments, please call City of Gilroy (408) 846-0460 , at (location) we responded to a reported blockage of the sanitary sewer service to your property. We discovered a blockage in: O The sanitary sewer main and cleared the line O Your sanitary sewer lateral, which is your responsibility to maintain. If you require assistance to clear your portion of the lateral you can look the Internet or in the Yellow Pages of your telephone book under "Sewer Contractors" or "Plumbing Drains & Sewer Cleaning". If you plan to hire a contractor we recommend getting estimates from more than one company. City of Gilroy representative notes. City of Gilroy Representative: For questions or comments, please call City of Gilroy (408) 846-0460 City of Gilroy: Sewer System Management Plan, August 2019 page 125 Appendix D: Overflow Emergency Response Plan (OERP) Appendix C SANITARY SEWER OVERFLOW RESPONSE PACKET © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Table of Contents Form Instructions and Chain of Custody ............ Responding to a Sanitary Sewer Overflow Sanitary Sewer Overflow Report... ............ Start Time Determination Form ................. Volume Estimation Forms .................................. Lateral CCTV Report .......................................... Collection System Failure Analysis Report......... Regulatory Notifications Packet Instructions .............................................. Regulatory Reporting Guide .................... Category 1 SSO Reporting Checklist ...... Category 2 & 3 SSO Reporting Checklist Sewer Spill Reference Guide ............................. Door Hanger Public Posting Sign Form Number ................ I .... I .... .... ...... envelope . ....... ........ I .......... ... ............... A-1 .............................................. -2a ............ ..... .... -2b pamphlet For pre -assembled packets contact DKF Solutions Group at (707) 373-9709 or kpatzer@dkfsolutions.com © 2004-2014 DKF Solutions Group, U-C. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 127 Appendix D: Overflow Emergency Response Plan (OERP) 0 If this is a Category 1 SSO greater than or equal to 1,000 gallons, IMMEDIATELY contact the Senior Civil Engineer/Operations Manager at (408) 846-0275 to make the 2-hour notification to CalOES. 0 Check here if you believe that fats, roots, oils andlgrease (FROG) caused or contributed to the SSO. 7 Contact the Storm Water Management Program at NEED i4urihdcm for water sampling if necessary. Don't forget photos! 7 DContact the Public Information Officer at (408) 846-0254 for any media requests. ow Instructions Field Crew: Print Name: ❑ Follow the instructions on the Sewer Overflow Response Flowchart (C-1). ❑ Refer to the Field Guide as necessary. ❑ Place completed forms, camera (if applicable), and any Initial: additional notes/documentation in this envelope. Date: ❑ Complete the Chain of Custody record (right) and forward this packet to the Operations Services Supervisor. Time: Operations Services Supervisor: ❑ Review the enclosed forms. Print Name: ❑ Complete the Regulatory Notifications Packet. ❑ Place completed forms, camera (if applicable), and any Initial: additional notes/documentation in this envelope. ❑ Complete the Chain of Custody Record (right) and file this Date: completed Sewer Overflow Packet in accordance with City policy. Time: ❑ Debrief using the Collection System Failure Analysis Form. ` City of Gilroy Overflow Emergency Response Plan: Sanitary Sewer Overflow Packet ■ © 2004-2014 DKF Solutions Group, LLC. AJI rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet 1 Overflow Response Flowchart Side A Is the spill Post "WARNING RAW SEWAGE" signs and place enienng an area where YES barricades as necessary to prevent public contact. Be public contact may sure to photograph any areas where warnings/ occur? barricades are posted, as appropriate. NO + Consider the need to call out additional staff, contractor or mutual aid assistance or to notify upstream users to curtail water use Immediately notify the Operations Services Supervisor in the event of a large SSO event and If the spill appears to be large, in a sensitive area, or there is doubt regarding the extent, impact, or how to proceed. IBEGIN DIVERSION AND CONTAINMENT If it is a Category 1 spill �� greater than or equal to 1,000 gallons, contact the Senior Civil Engineer) Operations Manager to make the 2-hour notification to CaIOES. 1. DIVERTAWAY FROM SENSITIVE AREAS: a. Cover unplugged storm drains wlmats, or use dirtlother material to divert sewage away from sensitive areas (e.g., schools, playgrounds, intersections, etc.) b. ENSURE PUBLIC CONTACT DOES NOT OCCUR. Use conesibarricades to isolate area. 2. CONTAIN SPILL & RETURN TO SYSTEM, IF POSSIBLE: a- Plug storm drain catch basins or use rubber mats to cover basin inlet and divert flow to catch basin b. Build/excavate a berm to channel f ow to downstream sanitary sewer manhole (barricade manhole d ieft open) c, Use bypass pumps to pump around blockage until it can be removed d. Divert to low area of ground where it can be collected later 3. PHOTOGRAPH HOW THE SSO WAS DIVERTEWCONTAINED, AS APPROPRIATE Private Pump Property Where is the Station SSO coming — 0 If it is a POWER FAILURE, ensure the switchoverto from? backup power has occurred. 311 If it is a PUMPING FAILURE implement manual Manhole bypass systemor Cleanout PRIVATE PROPERTY SSO 1. Photograph & document elLevidence that this SSO is from private property. 2. If customer is not home, complete Customer Service door hangar. If they are home, provide them with the pamphlet — "Sewer Spill Reference Guide." 3. If tenant or property owner is unable to unwilling to address the cause of the overflow, immediately contact your supervisor and discuss whether City Code Enforcement, the County Department of Environmental Health or Regional Water Quality Control Board should be notified, End. Do not continue to Side B I CLEAR BLOCKAGEISTOPPAGE Photograph staff activities to document City actions as appropriate 1. Use cleaning equipment appropriate to situation and hydrofush to clear blockage. Make certain to either have the vactor setup at downstream manhole or use a forkArap at the manhole outlet to catch any debris � released. Once flow is normal, run line to next manhole. 2. Photograph staff activities while clearing the blockage, as appropriate. MEDIAAND PUBLIC RELATIONS GUIDELINES: Exercise caution in contacts with the public or media when you respond to a spill. Any information you provide or statements you make may become pertinent in the event of possible court action, it is important to AVOID THE FOLLOWING: • Giving out the wrong information including providing incorrect facts about a company or other agency • Making accusations against customers, businesses or other agencies • Speculating about the situation you are responding to Be courteous and attempt to provide accurate information to questions within the limits above. In some cases, it may be appropriate to say that we do not have any information, or to delay answering a question and then to say when an answer might be available, In most cases, refer media requests to the media coordinator indicated on the front of the Sewer Overflow Packet envelope © 2004-2014 DKF Solutions Group, LLC. Al rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (ii Sanitary Sewer Overflow Response Packet C-1 Overflow Response Flowchart Side B Were storm NO Continue Here drains impacted? From Side A YESI STORM DRAIN CLEANING SO Has 50,000 NO 1. Seal or berm the storm drain immediately downstream of point gallons or more reached the SSO reached surface waters? 2. Photograph impacted storm drain catch basins before cleaning 3, Vacuum any visible sewage — Record the volume of sewage YESI recovered IIW 4. Flush impacted sections of storm drain with 3X amount of SSO, if possible— Record volume offlush water 5. Ensure all visible signs of sewage have been removed Contact the Storm Water Management 6. Return flush water to sanitary sewer — Record volume of flush Program and request assistance wafer recovered collecting water samples. 7. Photograph all storm drain catch basins after cleaning is competed AREA CLEANUP y Assign staff to post "WARNINGRAW SEWAGE' signs or other means of f • Assign staff to begin cleanup warning along the shoreline of impacted NOTE. If SSO was caused by a failure in a private service receiving waters as appropriate, or as line, clean up impacted public areas & document staff time, directed by the County Environmental equipment used & expenses incurred Health Department. Be sure to 2. Remove all signs of gross pollution document how many signs were posted (toilet paper, solids grease, etc.) and where they were posted. 3. Flush area wlunchlorinated water — Unless raining F (3X amount of SSO, if possible) a_ Setup bermlother means to contain all chlorinated flush water so it can be returned to sewer b. Don't use disinfectants if they may enter storm drain Is it system and not be fully recovered or if they may enter feasib€elpractical a water body to containlrecoverony NO 4. Photograph the area when cleanup operations are of the SSO from the complete receiving y waters? ESTIMATE SPILL VOLUME YES y 1. Complete the Start Time Determination form. Remember — the spill was probably occurring for a period of time before it Containlrecoverc€ean-up as much of the was reported. spill in the waters and shoreline as 2 Estimate SSO volume using one or more worksheets and/or possible. Contact Operations Services methods listed in the Field Guide.) Supervisor to request outside assistance 3. Complete the Volume Estimation section on the Sanitary recovering any debris from the water, as Sewer Overflow Report. appropriate or possible. y If the ovefflow is due to a problem in the lateral, determine if Place in Sewer Overflow Packet CCTV is warranted. If so, complete the Lateral CCTV Report routing instructions indicated on the front of the envelope: envelope and follow paperwork DOCUMENTATION 1. All completed forms 2. Digital or disposable camera Complete the Sanitary Sewer Overflow Report O 2004-2014 1 Solutions Group, Li All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 130 Appendix D: Overflow Emergency Response Plan (ii Sanitary Sewer Overflow Response Packet Sanitary Sewer Overflow Report C-2 Side A INSTRUCTIONS: Complete all items EXCEPT those that are shaded gray SSO Category (check one)' ❑ Category 1: Discharge of untreated or partially treated wastewater of any volume resulting from a sanitary sewer system failure orflow condition that either (1) Reaches surface water andlor drainage channel tributary to a surface water, OR (2) Reached a Municipal Separate Storm Sewer System (MS4) and was not fully captured and returned to the sanitary sewer system or otherwise captured and disposed of property. ❑ Category 2: Discharge of untreated or partially treated wastewater greater than or equal to 1,000 gallons resulting from a sanitary sewer system failure or flow condition that either (1) Does not reach surface water, a drainage channel, or an MS4, OR (2) The entire SSO discharged to the storm drain system was fully recovered and disposed of properly. ❑ Category 3: Al other discharges of untreated or partially treated wastewater resulting from a sanitary sewer system failure orflow condition ❑ Spill from Private Lateral (specify). ❑ Single Family Home ❑ Multi -Family Home ❑ High Density Residential (5+units) ❑ Food Service Establishment (FSF) ❑ Mixed Use Property ❑ Industrial Property ❑ Commercial Property ❑ Public quasi -public institution (hospital, schools, fire department, etc ) IMMEDIATE NOTIFICATION: If this is a Category 1 SSO>1,000 gallons, contact CalOES within 2 hours at (800) 852-7550. A. • LOCATION SSo Location Name- Latitude Coordinates Longitude Coordinates: Street Name and Number. Nearest Cross Street County: Estimated SSO start date: City SSO Location Description: Date SSO reported to sewer crew, Date sewer crew arrived: Who was interviewed to help determine start time? Estimated SSO end date: Zip Code: Estimated SSO starttime: Time SSO reported to sewer crew. Time sewer crew arrived: Estimated SSO end time: SSO Appearance Point (check one or more): ❑ Combined Sewer D.I. (Combined CS Only) ❑ Force Main ❑ Gravity Mainline ❑ Lateral Cleanout (Private) ❑ Lateral Cleanout (Public) ❑ Inside Building or Structure ❑ Manhole ❑ Pump Station ❑ Lower Lateral (Private) ❑ Lower Lateral (Public) ❑ Upper Lateral (Private) ❑ Upper Lateral (Public) ❑ Other Sewer System Structure (specify): Were there multiple appearance points? ❑ No ❑ Yes, number of appearance points. Did the SSO reach a drainage channel and/or surface water? ❑ Yes (Category 1) ❑No If the SSO reached a storm sewer, was it fully captured and returned to the Sanitary Sewer? ❑ Yes ❑No (Category 1) Was this spill from a private lateral? ❑ Yes ❑No If YES, name of responsible party: Final Spill Destination. ❑ Ocean/ocean beach* ❑ Surface waters other than ocean ❑ Drainage channel ❑ Building/structure ❑ Separate Storm drain ❑ Combined storm drain ❑ Paved surface ❑ Unpaved surface ❑ Street/curb/gutter ❑ Other: *Provide name(s) of affected drainage channels, beach, etc.: Total Estimated SSO volume (in gallons — 1,000gal ormore = Category 1): gallons iEst. volume that reached a separate storm drain that flows to a surface water body: gal Recovered: gal I Est. volume that reached a drainage channel that flows to a surface water body: gal Recovered: gal Est. volume discharged directly to a surface water body: gal Recovered. gal Est. volume discharged to land: gal Recovered: gal Calc. Methods: ❑Eyeball ❑Photo Comparison ❑Upstream Lat. Connections ❑Areallolume (include sketch/photo with dimensions) ❑Other (describe): If multiple appearance points, use the GPS coordinates for the location of the SSO appearance point closest to the failure point/blockage. © 2W4-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 131 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet C-2 Sanitary Sewer Overflow Report Side B Where did failure occur? (check all that apply): ❑ Air Relief or Blow -Off Valve ❑ Force Main ❑ Gravity Mainline ❑ Siphon ❑ Lower Lateral (public) ❑ Lower Lateral (private) ❑ Manhole ❑ Pump Station (specify): oControls OMechanical OPower ❑ Upper Lateral (public) ❑ Upper Lateral (private) Other: SSO cause (check authat appy): ❑ Air Relief or Blow -Off Valve Failure ❑ Construction Diversion Failure ❑ CS Maintenance ❑ Damage by others ❑ Debris (specify): Ofrom Construction Ofrom Lateral OGeneral ORags ❑ Flow Exceeded Capacity ❑ FROG (Fats, roots, oil, grease) ❑ Inappropriate Discharge ❑ Natural Disaster ❑ Operator Error ❑ Root Intrusion ❑ Pipe Structural ProblemlFailure ❑ Pipe Structural Problen ilure (Installation) ❑ Rainfall Exceeded Design ❑ Pump Station Failure (specify): OControls OMechanical OPower ❑ Siphon Failure ❑ Vandalism ❑ Surcharged Pipe ❑ Non - Dispersible Wipes ❑ Other (specify)' Diameter (in inches) of pipe at point of blockagelspill cause (if applicable): Sewer pipe material at point of blockagelspill cause (if applicable): Estimated age of sewer asset at the point of blockage or failure (if applicable): Description of terrain surrounding point of blockagelspill cause: ❑ Flat ❑ Mixed ❑ Steep SSO response activities (check all that apply): ❑ Cleaned -Up ❑ Mitigated Effects of Spill ❑ Contained All or Portion o ❑ Restored Flow ❑ Returned All Spill to Sanitary Sewer System ❑ Returned Portion of Spill to Sanitary Sewer System ❑ Property Owner Notified ❑ Other Enforcement Agency Notified (specify) ❑ Other (specify) SSO response completed date & time): visual inspection result of impacted waters (if applicable): Any fish killed? ❑ Yes ❑ No Any ongoing investigation? ❑ Yes ❑ No Were health warnings posted? ❑ Yes ❑ No If yes, provide health warning/beach closure posting/details: Was there a beach closure? ❑ Yes ❑ No If yes, name of closed beach(es): Were samples of impacted waters collected? ❑ Yes ❑ No If YES, select the analyses: ❑ DO ❑ Ammonia ❑ Bacteria ❑ pH ❑ Temperature ❑ Other: Recommended corrective actions: (check all that apply and provide detail) ❑ Add sewer to preventive maintenance program ❑ Adjust schedule/method of preventive maintenance ❑ Enforcement action against FROG source ❑ Inspect Sewer Using CCTV to Determine Cause ❑ Plan rehabilitation or replacement of sewer ❑ Repair Facilities or Replace Defect ❑ Other (specify) What major equipment was used in the response? List all agency personnel involved in the response including name, title and their role in the response: This form prepared by. NAME: TITLE: DATE. This form reviewed by: NAME: TITLE: DATE Place completed form in Sewer Overflow Envelope and follow routing instructions. © 2004-2014 DKF Solutions Group, L-C. Al rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 132 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet C-3 Start Time Determination Form SSO Start Date: Location: Accurate start time determination is an essential part of SSO volume estimation. Depending on the flow rate, being even one minute off can have a huge impact on the volume estimation. Be as precise as possible. Do not round to quarter hour increments. Start time must be based on all available information (interviews with neighbors, emergency responders, etc.) What time was the City notified of the SSO? ❑ AM ❑ PM Who notified the City? Did they indicate what time they noticed the SSO? ❑ YES ❑ NC if yes, v�hat time? ❑ AM ❑ PM Who at the City received the notification? What time did the crew arrive at the site of the SSO? ❑ AM ❑ PM Who was interviewed regarding the start time of the SSO? Include their name, contact information, and the statement they provided: Name Contact Information Statement Describe in detail how you determined the start time for this particular SSO: SSO Start Date: SSO Start Time: ❑ AM ❑ PM SSO End Date: SSO End Time: ❑ AM ❑ PM SSO Duration: minutes This form completed by: Name: Signature: Job Title: Date: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 133 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Volume Estimation: Eyeball Estimation Method Use this method only for small SSOs of less than 200 gallons. SSO Date: Location: STEP 1. Position yourself so that you have a vantage point where you can see the entire SSO. STEP 2: Imagine one or more buckets or barrels of water tipped over. Depending on the size of the SSO, select a bucket or barrel size as a frame of reference. It may be necessary to use more than one bucket/barrel size. STEP 3: Estimate how many of each size bucket or barrel it would take to make an equivalent spill. Enter those numbers in Column A of the row in the table below that corresponds to the bucket/barrel sizes you are using as a frame of reference. STEP 4: Multiply the number in Column A by the multiplier in Column B. Enter the result in Column C. A B C Size of bucket(s) or How many Multiplier Estimated SSO barrel(s) of this size? Volume (gallons) 1 gallon water jug x 1 gallons 5 gallon bucket x 5 gallons 32 gallon trash can x 32 gallons 55 gallon drum x 55 gallons Other: gallons x gallons Estimated Total SSO Volume: I STEP 5: Is rainfall a factor in the SSO? ❑Yes ❑ No If yes, what volume of the observed spill volume do you estimate is rainfall? oallons If yes, describe how you determined the amount of rainfall in the observed spill? STEP 6: Calculate the estimated SSO volume by subtracting the rainfall from the SSO volume: oallons — aallons = aallons Estimated SSO Volume Rainfall Total Estimated SSO Volume Do you believe that this method has estimated the entire SSO? ❑Yes ❑ No If no, you MUST use additional methods to estimate the entire SSO. If yes, it is advisable to use additional methods to support the estimation. Explain why you believe this method has/has not estimated the entire SSO: This worksheet completed by: Name. Signature: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Job Title: Date: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Volume Estimation: Duration and Flow Rate Comparison Method SSO Date: Location: STEP 1: Compare the SSO to reference images on Side 2 to estimate flow rate of the current overflow. Describe which reference photo(s) were used and any additional factors that influenced applying the reference photo data to the actual SSO: Flow Rate Based on Photo Comparison: gallons per minute (gpm) STEP 2: Complete the Start Time Determination Form to provide a detailed description of how start time was determined. Copy the SSO Duration from the Start Time Determination Form here: SSO Duration: minutes STEP 3: Multiply the flow rate by the SSO duration to calculate the estimated SSO volume. apm X minutes = aallons Flow Rate SSO Duration Estimated SSO Volume STEP 4. Did the SSO occur during a period of consistent flow in this portion of the system? ❑Yes ❑ No If no, explain how, based on this portion of the collection system and its users, you believe it may have impacted the estimated SSO volume: By what percentage are you adjusting the estimation? ❑ increase ❑ decrease % Translate the percentage into gallons: aallons STEP 5: Calculate the adjusted SSO volume estimate: aallons + or - aallons = aallons Estimated SSO Volume Adjustment Estimated SSO volume Do you believe that this method has estimated the entire SSO? ❑Yes ❑ No If no, you MUST use additional methods to estimate the entire SSO. If yes, it is advisable to use additional methods to support the estimation. Explain why you believe this method has/has not estimated the entire SSO: This worksheet completed by: Name: Signature: Job Title: Date: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 136 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Volume Estimation: Duration and Flow Rate Comparison Method IMPORTANT NOTE: These photographs are provided as examples only and will change with many factors. Near View Far View SSCSC Manhole Overflow Gauge CWEA Southern Section Collections Systems Committee Overflow Simulation courtesy of Eastern Municipal Water District 5 gpm 25 gpm 50 gpm 100 gpm 150 gpm 200 gpm 300 gpm 400 gpm © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 137 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Volume Estimation: Upstream Lateral Connections Method SSO Date: Location: STEP 1: Determine the number of Equivalent Dwelling Units (EDUs) for this SSO: EDUs NOTE: A single-family residential home = 1 EDU. For commercial buildings, refer to agency documentation. STEP 2: This volume estimation method utilizes daily usage data based on flow rate studies of several jurisdictions in California. Column A shows how an average daily of usage of 180 gallons per day is distributed during each 6-hour period. Adjust the table as necessary to accurately represent the actual data. Complete Column E by entering the number of minutes the SSO was active during each 6-hour time period. Multiply column D times Column E to calculate the gallons spilled during each time period. Add the numbers in Column F together for the Total Estimated SSO Volume per EDU. Flow Rate Per EDU SSO A B C D E F Gallons Hours A=B = C=60 = Minutes SSO D x E = per per Gallons Gallons was active Gallons spilled Time Period Period period per Hour per Minute during period per period I6am-noon 72 6 12 0.20 noon-6pm 36 6 6 0.10 I6pm-midnight 54 6 I 9 0.15 midnight-6am 18 6 3 0.05 Total Estimated SSO Volume per EDU: STEP 3: Multiply the Estimated SSO Volume per EDU from Step 2 by the number of EDUs from Step 1. gallons X = gallons Volume per EDU # of EDUs Estimated SSO Volume STEP 4: Adjust SSO volume as necessary considering other factors, such as activity that would cause a fluctuating flow rate (doing laundry, taking showers, etc.). Explain rationale below and indicate adjusted SSO estimate (attach a separate page if necessary): Estimated SSO Volume: gallons Do you believe that this method has estimated the entire SSO? ❑Yes ❑ No If no, you MUST use additional methods to estimate the entire SSO. If yes, it is advisable to use additional methods to support the estimation. Explain why you believe this method has/has not estimated the entire SSO: This worksheet completed by. Name: Signature: Job Title: Date: © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 138 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Lateral CCTV Report C-5 PLEASE COMPLETE AS THOROUGHLY AS POSSIBLE PERSON COMPLETING THIS FORM: DATE: PHONE: CAMERA TYPE: LOCATION OF CAMERA ENTRY: AFFECTED PROPERTY STREET ADDRESS: CITY, STATE AND ZIP: PHONE WEATHER AT TIME OF CCTV WORK: PLEASE CHECK ALL THAT WERE DISCOVERED -- Describe Extent & Location Using Camera Entry Point As Reference: ❑ Broken Lateral — Describe: Depth: 17 Roots —Severity: []Light ❑Moderate --]Heavy 7 Grease —Severity: ❑Light []Moderate ❑Heavy ❑ Sag — Describe: Depth: ❑ BPD — Describe: Location: ❑ Cleanout— Describe: Location: ❑ Joint/Junction — Describe: Depth ❑ Grade —Describe: I❑ Grit —Severity: ❑Light []Moderate 71Heavy O Other — Describe: LOCATION OF CAMERA STOP: DESCRIBE AREA TV'd: UPSTREAM MANHOLE #: TIME OF OVERFLOW: TIME BLOCKAGE RELIEVED: TIME LATERAL TV'd: DEPTH OF LATERAL: RECOMMENDED FOLLOW UP WORK ACTIONS: Mark for USA location? ::]Yes []No I Lateral Locations Marked in Green Paint? ::]Yes ❑No SIGNATURE OF EMPLOYEE PERFORMING TV WORK: I DATE If applicable, place completed form in Sewer Overflow Packet and follow routing instructions. © 2004-2014 DKF Solutions Group, LLC. Al rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page139 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Collection System Failure Analysis Incident Report # Prepared By SSO/Backup Information Event Date/Time Address Volume Spilled Volume Recovered Cause I Summary of Historical SSOs[Backups/Service Calls/Other Problems Date Cause Date Last Cleaned Crew Records Reviewed By. Summary of CCTV Information CCTV Inspection Date CCTV Tape Reviewed By Observations Record Review Date: Tape Name/Number CCTV Review Date Go to Side B © 2004-2014 DKF Solutions Group, LLC. All rights reserved. C-6 Side A City of Gilroy: Sewer System Management Plan, August 2019 page 140 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflow Response Packet Collection System Failure Analysis Recommendations Type No Changes or Repairs Required Repair(s) Construction Capital Improvement(s) Change(s) to Maintenance Procedures Change(s) to Overflow Response Procedures Training Misc. Comments/Notes: Review Date: Specific Actions nla Who is Responsible? n/a C-6 Side B Completion Who Will Verify Deadline Completion? © 2004-2014 DKF Solutions Group, LLC. All rights reserved. nla n/a City of Gilroy: Sewer System Management Plan, August 2019 page 141 Appendix D: Overflow Emergency Response Plan (OERP) Overflow Emergency Response Plan Public Posting DANGER RAW SEWAGE 0 AVOID CONTACT P I RO AGUA CONTAMINADA • EVITE TODO CONTACTO © 2004-2014 DKF Solutions Group, LLC. All rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 page 142 Appendix D: Overflow Emergency Response Plan (OERP) On (date) City of Gilroy City of Gilroy at (location) On (date) we responded to a reported blockage of the sanitary sewer service to your property. We discovered a blockage in: O The sanitary sewer main and cleared the line O Your sanitary sewer lateral, which is your responsibility to maintain. If you require assistance to clear your portion of the lateral you can look the Internet or in the Yellow Pages of your telephone book under "Sewer Contractors" or "Plumbing Drains & Sewer Cleaning". If you plan to hire a contractor we recommend getting estimates from more than one company. City of Gilroy representative notes: City of Gilroy Representative: For questions or comments, please call City of Gilroy (408) 846-0460 , at (location) we responded to a reported blockage of the sanitary sewer service to your property. We discovered a blockage in: O The sanitary sewer main and cleared the line O Your sanitary sewer lateral, which is your responsibility to maintain. If you require assistance to clear your portion of the lateral you can look the Internet or in the Yellow Pages of your telephone book under "Sewer Contractors" or "Plumbing Drains & Sewer Cleaning". If you plan to hire a contractor we recommend getting estimates from more than one company. City of Gilroy representative notes: City of Gilroy Representative: For questions or comments, please call City of Gilroy (408) 846-0460 City of Gilroy: Sewer System Management Plan, August 2019 page 143 Appendix D: Overflow Emergency Response Plan (OERP) 11,11 ® LEW 5., y � � o � c CD o� CU CA o cc tl 04 CL �_ � ® .—V. i7 rc E� E� 71 ®y®® yD Ego ^� C T IIA:ate.. �o o r ® P' ❑® m= i®s' p® g mc® w L w O >O v+ ❑ 64 6� 01 O L c c a,v Les E U m O n y p Y � G © N v�i 12.1 C �, N t0 T �u �Op i Lco o C W E.O v v 0 O P a� �+ C- o r� El m RM a>'i v A e � o ®A c t C �p b a o �f2 � G E v o a � m 04 o h' s " ,° a -4 Ell It- o T 41 nt;� 2F h 4 -t 'x s IaJ- .gyp A v v City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) in Es OD R C C CO p U > C i - ® © c '^ .G ® ° bu c, m © �• .E n 3 ° E c ® aci ❑ ® n z E c -E ® c d v a® u c o c '� u© v ,E o w ro E d J IN ER;O ro o C CL .% C .L 'b �' e W a o v m® c e '�- ag � .d 6 cu. ® 3 c o 3il `° a t 8' d ro 3 ❑ Y m o Lti7 E ® c IT, M02 a o m b b E �• ® 'r" ro ro® ,,c°• ® .°3 m- ° E ... � m¢ ro _. c = L S a 3 ro c •� Y u s u •c a 3 R: c 3 m o E cn © G9 © ©©ig El o 0 c ® m® m K d " of 19 9 !9 a ® y F nn® ® ® 7 c v E A ®® ®� ® c e °® d c c A o� G o ro o 4]C ® ro m o E E� E °, `y�c1°i �A_a E E V o o �� o®, �,® ��• � c 3� 0 4� �. ° c n t;, c mom° 40 07 e� A E m•oE C m o 19 a �®a®as' © m J � ® ®,a14 V a O v p23 pq - ®�is ® ai® 9 y'� tuC �® "' n El o0 on 3 is q N t9 C C C U. y� cG ro 0Iqw y M °o �® "� c_ c� E E2 o CS� C- d u ®® .fir b10 u � � 5 � a � LF7 a , ® 3= �9 4 �� d �I �+ v S'. m ®s'�, °' 3 c ��a�� ®¢g��®� �aro'd `° on ac�•c � 6, W d o a L' i Ea ® M. a .� �. City of Gilroy: Sewer System Management Plan, August 2019 page 145 Appendix D: Overflow Emergency Response Plan (OERP) Appendix D CONTRACTOR ORIENTATION © 2004-2014 DKF Solutions Group, LLC. Al rights reserved. City of Gilroy: Sewer System Management Plan, August 2019 Appendix D: Overflow Emergency Response Plan (OERP) The following procedures are to be followed in the event that you cause or witness a Sanitary Sewer Overflow. Contractor causes or witnesses a Sanitary Sewer Overflow Immediately notify the City Business Hours: (408) 846-0460 After Hours: (408) 846-0350 Non -Emergency Communications Dispatch f I Protect the storm drains using mats, dikes, berms, etc. Protect the Public If the spill is entering an area where public contact may occur, and if it is safe to do so, monitor the location until the City Field Crew arrives. Provide Information Provide the City Field Crew with information about the overflow such as start time, appearance point, suspected cause, weather conditions, etc. I Direct ALL media and public relations requests to: Public Information Officer at (408) 846-0254 © 2004-2014 DKF Solutions Group, U-C. Al rights reserved. Contractor Orientation: Page 1 of 2 City of Gilroy: Sewer System Management Plan, August 2019 page 147 Appendix D: Overflow Emergency Response Plan (OERP) Sanitary Sewer Overflows How to avoid them and what to do if you don't A sanitary sewer overflow (SSO) is a discharge of untreated What? human and industrial waste before it reaches the wastewater treatment facility. Where? SSOs usually occur through manholes, plumbing fixtures and service cleanouts. SSOs are usually caused by grease, debris, root balls, or Why• personal hygiene products blocking the sewer lines, or by unusually high flow volume. How to prevent SSOs: ..when clearing plugged sewer laterals: ■ Remove root balls, grease blockages and any other debris from the sewer ■ If you can't prevent root bal Is, grease or debris from entering the sewer main, call us at (408) 846-0460, so we can work with you to remove the blockage and prevent blockages further downstream Use plenty of water to flush lines. ,.when constructing or repairing sewer laterals: • Contact the Engineering Division at 7351 Rosanna Street, Gilroy, CA 95020 or (408) 846-0451 for a permits, lateral specifications and main lines inspections. ■ Check your work area. Make sure there is no debris left in the sewer line before you backfill. ■ Avoid offsetjoints, which may make sewer lines vulnerable to root intrusion and grease or debris accumulation. Properly bed yourjoints and don't hammer tap. © 2004-2014 DKF Solutions Group, LLC. Al rights reserved. If you cause or witness an SSO, immediately contact: Ld City of Gilroy (408) 846-0460 After Hours: ,4ow (408) 846-0350 A" (Non -Emergency Communications Dispatch) City of Gilroy 613 Old Gilroy Street Gilroy, CA 95020 www.cityofgilroy.org Contractor Orientation: Page 2of2 City of Gilroy: Sewer System Management Plan, August 2019 Appendix E: Gilroy Water Quality Monitoring Plan Appendix E: Gilroy Water Quality Monitoring Plan To be added upon completion and approval by the LRO City of Gilroy: Sewer System Management Plan, August 2019 page 149